Optometry/Ophthalmology Records Digitization & Migration Project

Virtual Assistant – Optometry/Ophthalmology Records Migration Project

Position: Virtual Assistant – Administrative Project
Type: Project-Based / Short-Term
Schedule: Full-Time, 40 Hours/Week
Location: Remote
Potential: Future Project Opportunities for Exceptional Performers

About the Project

We are hiring multiple Virtual Assistants to assist with an important patient-record preparation and digitization project for an optometry/ophthalmology practice.

The primary responsibility will be to review patient records within an EHR/practice-management system, save prescriptions and invoices as organized PDF documents, and accurately file those documents into the appropriate patient records in preparation for an upcoming system migration.

This is a high-volume administrative project where accuracy and attention to detail are extremely important. The ideal candidate will already understand the workflow and terminology of an eye-care practice and be comfortable working with patient records and electronic documentation.

Required Qualifications
Optometry or Ophthalmology Practice Experience is REQUIRED

Applicants must have previous work experience in an optometry or ophthalmology practice.

Candidates should have a working familiarity with the day-to-day operations and terminology of an eye-care practice, including patient records, prescriptions, invoices, and medical/vision documentation.

In addition, the successful candidate must be:

Extremely detail-oriented
Highly organized and methodical
Accurate and thorough
Reliable and dependable
Comfortable performing repetitive administrative work
Able to follow detailed instructions consistently
Comfortable working independently
Proficient with computers and web-based applications
Comfortable working with PDFs, electronic files, and document management
A strong English communicator
Comfortable asking questions when something is unclear rather than making assumptions
Trustworthy when handling confidential patient information
Responsibilities
Review patient records within an EHR/practice-management system.
Locate and identify prescriptions, invoices, and other designated documents.
Save appropriate documents as PDF files.
Follow established file-naming and organizational procedures.
Save each PDF to the correct patient's electronic file/folder.
Carefully verify patient information before filing documents.
Identify missing, duplicated, unclear, or incorrectly filed documents and flag them for review.
Maintain accurate records of completed work and project progress.
Process a high volume of records while maintaining consistent accuracy.
Follow established workflows and instructions.
Maintain strict confidentiality when handling patient information.
Communicate promptly regarding questions, discrepancies, or issues.
Eye-Care & EHR Experience

Previous experience working in an optometry or ophthalmology practice is mandatory.

Experience with an EHR or practice-management system is strongly preferred.

Candidates should ideally have familiarity with:

Patient records
Eyeglass and contact lens prescriptions
Medical and vision documentation
Patient invoices and billing records
Insurance-related documentation
Common optometry/ophthalmology terminology
EHR and practice-management workflows
Electronic document management

Experience with a specific EHR system is not required. Candidates should be comfortable learning new software and following established workflows.

Hours

This is a full-time, 40-hour-per-week project-based position.

The initial position is short-term and will continue for the duration of the records-preparation and migration project.

Performance Expectations

This project requires a strong emphasis on accuracy and attention to detail.

The successful candidate will be expected to:

Maintain a very low error rate.
Carefully verify patient information before filing documents.
Follow file-naming and organizational procedures consistently.
Work efficiently without sacrificing accuracy.
Recognize when something does not look correct and ask for clarification.
Maintain consistent productivity throughout the workday.
Protect confidential patient information at all times.

Accuracy is more important than simply working quickly. Errors involving patient records or documents filed under the wrong patient must be avoided.

Future Opportunities

We are hiring multiple team members for this initial project.

While the initial position is project-based and focused on preparing records for the migration, there may be opportunities to continue working with our practice on future administrative projects after the migration is completed.

Candidates who demonstrate exceptional accuracy, reliability, productivity, communication, initiative, and overall performance may be considered for future opportunities with the practice.

This is an opportunity to demonstrate your ability to become a trusted, long-term member of our remote administrative team.

How to Apply

Please provide:

A brief summary of your previous experience working in an optometry or ophthalmology practice.
The name/type of practice(s) where you worked and your role.
Your experience working with EHR or practice-management systems.
Your experience working with patient records, prescriptions, invoices, or medical documentation.
Your experience with PDF files, document management, and data entry.
Your availability for a full-time, 40-hour-per-week schedule.
Your experience working independently in a remote environment.
Your expected hourly rate.
A brief explanation of how you maintain accuracy when performing repetitive, detail-oriented work.

Applicants without previous optometry or ophthalmology practice experience will not be considered.