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Job ID: 198855

Patient Services Assistant 2 (4723C), Optometry Clinic - 45268
University of California, Berkeley

Date Posted Nov. 8, 2022
Title Patient Services Assistant 2 (4723C), Optometry Clinic - 45268
University University of California, Berkeley
Berkeley, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Health Services
    Administrative Support/Services

Patient Services Assistant 2 (4723C), Optometry Clinic - 45268

About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit

Departmental Overview

At the Herbert Wertheim School of Optometry & Vision Science at the University of California, Berkeley, we have long lived by defining principles that guide us and differentiate us. As a part of a world-renowned university that embraces excellence and access, we foster an environment of trust and mutual respect, free expression and inquiry, and personal resilience and achievement. We are strongly committed to diversity, respect for cultural differences, and promoting social justice. These principles serve us daily in our reasonings and actions and aid us in our decision making. We educate an estimated 320 students annually. Our O.D. program is a 4-year program with clinical training provided at 2 campus clinics, 10 satellite clinics (community care), 7 VA clinics, and 24 external clinics across the country. Our one-year post-graduate residency programs provide advanced clinical education in specialty areas of optometry to 18 residents with placement on and off campus, and our Vision Science program consists of 40 PhD students.

Application Review Date

The First Review Date for this job is: November 21, 2022


Patient Appointment Activities:

  • Patient screening: COVID questions and temperature checks at the front entrance.
  • Courteously Answer incoming phone lines and screen, route, take messages or respond as appropriate.
  • Triage patients to determine which clinic fits the patient's care needs; request assistance from more experienced staff if in doubt.
  • Schedule patient appointments on the computerized scheduling system according to patient, clinician or doctor request, following all correct procedures and entering all necessary information accurately.
  • Communicate last-minute patient schedule changes to Clinics, providers, or other staff as indicated.
  • Accurately update patient demographics in the computer database.
  • Obtain and accurately enter patient insurance information as needed; follow correct procedures for updating insurance records on the computer database and filing of authorizations or other paperwork to ensure correct processing of patient billing.
  • Obtain insurance eligibility and authorizations as needed and communicate lapses of coverage to patients at the time of appointing
  • Schedule patient follow-up visits as requested by the provider(s).

Patient Reception Activities:

  • Check-in arriving patients & accurately update computerized records providing excellent customer service.
  • Advise patient about parking and/or provide permits
  • Provide patient with necessary paperwork and forms
  • Direct the patient to the correct Clinic location for an appointment
  • Respond to patient inquiries or direct patients to the appropriate staff for answers
  • Access the patient database to answer queries about materials or services in the process.
  • Liaison with outside transportation vendor(s), as needed

Clinic Operations Activities:

  • If assigned, handle opening/setup/closing of clinic, following all guidelines.
  • Remain logged in to the phone system the maximum time possible; make every attempt to take calls when the "busy" bell signal indicates patients have been on hold longer than acceptable.
  • As assigned, assist patients with contact lens ordering.
  • Provide cashiering support (collect & process payments) as needed, following all proscribed guidelines.
  • As assigned, settle credit card machines and transfer all receipts according to defined procedures.
  • Balance the previous day's receipts with reports from the patient database following prescribed procedures.
  • Run computerized reports of patients or schedule activity for Clinic Administration, as needed.
  • Maintain workspace and Patient Services area in a neat and orderly manner.
  • Restock necessary supplies in the Patient Services area & alert the Clinic Administration of needed supplies.
  • Coordinate breaks and lunch with other staff members to ensure optimal desk coverage.
  • Have a working knowledge of and be able to assist with records room procedures as needed.
  • Understand and adhere to HIPAA regulations.
  • As assigned, set up to call patients for Contact Lens or Spectacle order notification and file contact lenses and spectacles for pick-up as appropriate.
  • Assist patients with the pickup/dispensing of contact lenses, spectacles, or other eye care products.
  • Process patient orders for contact lenses, following Clinic procedures.
  • Process patient orders for low-vision devices following Clinic procedures.
  • Follow up with insurance companies when discrepancies or issues concerning patient coverage arise.
  • Process records requests (patients and providers.
  • Assist with surgery day administrative tasks as assigned (Only Selected Staff).

Skills Development and Training

  • Take part in any training offered to further knowledge of the Clinic procedures/policies.

Required Qualifications

  • Knowledge of basic computer and database entry.
  • Exemplary customer service.
  • Proper courtesy and efficiency on the telephone.
  • Familiarity with HIPAA (patient privacy) regulations.


  • High school gradutaion and/or similar experience/training.

Salary & Benefits

How to Apply

Please submit your cover letter and resume as a single attachment in the Resume section of your application.

Other Information

This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at:

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:

For the complete University of California nondiscrimination and affirmative action policy see:

To apply, visit



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