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Job ID: 132156

Patient Services Assistant (4723C) 2266 - 2266
University of California, Berkeley

Date Posted Oct. 23, 2019
Title Patient Services Assistant (4723C) 2266 - 2266
University University of California, Berkeley
Berkeley, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Administrative Support/Services
    Health Services

Patient Services Assistant (4723C) 2266 - 2266

About Berkeley

The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at

Application Review Date

The First Review Date for this job is: November 4, 2019

Departmental Overview

UC. Berkeley's School of Optometry is internationally recognized for its excellence in patient care as well as its leadership in vision research. The School offers several clinics that provide comprehensive eye care to members of the Berkeley campus and the local community. More than 80,000 patients visit each year. Learn more at

The position is one of the front-line Patient Services staff of the Optometry Clinic, normally stationed at one of the reception desks. The Incumbent places or adjusts patient appointments; meets, greets and directs the patient to the correct clinic; advises patients and other visitors about clinic location and parking; handles paperwork and computer entry related to the patient visit; and assists with orders for contact lenses or eyewear. The position must assess insurance coverage; obtain authorizations from insurers for services to patients, and obtain and record payment of patient's account.


Patient Appointment Activities:
  • Courteously Answer incoming phone lines and screen, route, take messages or respond as appropriate.
  • Triage patient to determine which clinic fits the patient 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 computer database.
  • Obtain and accurately enter patient insurance information as needed; following correct procedures for updating of insurance records on 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 time of appointing.
  • Schedule patient follow-up visits as requested by 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 patient to the correct Clinic location for appointment.
  • Respond to patient inquiries or direct patient to appropriate staff for answers.
  • Access patient database to answer queries about materials or services in 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 previous day's receipts with reports from patient database following prescribed procedures.
  • Run computerized reports of patient or schedule activity for Clinic Administration, as needed.
  • Maintain workspace and Patient Services area in a neat and orderly manner.
  • Restock necessary supplies in Patient Services area & alert 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 is appropriate.
  • Assist patients with pickup/dispense 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

  • Incumbent must have knowledge of basic computer and database entry, exemplary customer service, proper courtesy and efficiency on the telephone, and be familiar with HIPAA (patient privacy) regulations.
  • To be eligible to work, clinic employees must comply with all UC Berkeley Optometry Clinic annual immunization and medical screening requirements, trainings, and University and School policies.
  • Must be able to work one mandatory weekend day.
  • Education/Training: Incumbent must be a high school graduate and/or have equivalent experience/training.

Preferred Qualifications

  • Experience in cashiering.

Salary & Benefits

The hourly salary of the position is $21.43.

For information on the comprehensive benefits package offered by the University visit:

How to Apply

Please submit your cover letter and resume as a single attachment when applying.

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.

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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