Reliable Revenue Assistant: US Insurance Billing, AR & Practice Support (Optometry)

RELIABLE REVENUE ASSISTANT
Virtual Assistant: Insurance, Accounts Receivable & Practice Systems
Ocean Park Optometry | Santa Monica, California | Full Time, Long Term, Remote


ABOUT OCEAN PARK OPTOMETRY

Ocean Park Optometry is a busy, patient focused optometry practice in Santa Monica, California, where our promise is simple: See Better, Live Brighter. We provide advanced, personalized eye care including dry eye treatment, myopia management, scleral lenses, concierge eye care, and luxury eyewear.

We are building a cohesive, high functioning, elite team of eye care professionals to scale our business by providing outstanding customer service, products, and services. Every member of our team is professional in demeanor, speech, appearance, and actions, and that standard applies equally to our remote team.


THE ROLE

We are seeking a highly dependable, detail oriented Virtual Assistant to own our back office: insurance billing, accounts receivable, reconciliation, prior authorizations, documents, and contact lens order tracking. You will also serve as the backup person for our phone, text, and email communications.

This role is more than task completion. You will be the guardian of our processes. You will verify that our systems are being followed, catch issues before they become problems, and proactively stop things from falling through the cracks. You will track key performance indicators (KPIs) that drive constant improvement in our processes, our business growth, and the quality of every patient's experience.

This is a long term, full time position for someone who takes ownership of their work, communicates clearly, and enjoys being an essential part of a collaborative team.


SCHEDULE

You must be available to work our California business hours:

- Tuesday through Friday, 8:25 AM to 5:30 PM Pacific Time
- Saturday, 8:00 AM to 4:00 PM Pacific Time

Please apply only if you can reliably work these hours and have stable high speed internet, a dependable computer with dual monitors, and a quiet professional workspace. Backup internet and power are expected.


PRIMARY RESPONSIBILITIES

Insurance and Accounts Receivable
- Create and submit insurance claims accurately and on time
- Review insurance claims, payments, denials, and outstanding balances
- Post and reconcile insurance payments accurately
- Follow up on unpaid, denied, underpaid, or delayed insurance claims
- Maintain organized insurance billing and accounts receivable tracking spreadsheets
- Research claim discrepancies and prepare clear notes for the office team

Prior Authorizations, Benefits, and Documents
- Prepare and submit prior authorizations and track them through approval
- Verify insurance benefits and eligibility ahead of patient visits
- Prepare receipts, letters, forms, and other patient or office documents as assigned

Contact Lens Orders
- Place and track contact lens orders, status, invoices, and patient communication needs

Process Verification and Quality Control
- Verify that office processes are being followed consistently and completely
- Identify gaps, delays, and missing information proactively, before they affect patients or revenue
- Recommend and help implement process improvements

KPIs and Reporting
- Track and report KPIs such as days in accounts receivable, clean claim rate, denial rate, collections by aging bucket (30, 60, 90+ days), prior authorization turnaround, and contact lens order turnaround
- Maintain accurate spreadsheets, reports, logs, and administrative records
- Use data to highlight trends and opportunities for growth and a better patient experience

Communication
- Serve as the backup person for patient and office phone calls, texts, and emails, responding with warmth, polish, and professionalism
- Communicate proactively with the Practice Manager and team regarding urgent items, missing information, and next steps
- Assist with other administrative projects as needed


WHAT WE ARE LOOKING FOR

You must have excellent written and spoken English that sounds natural, polished, and professional to patients and United States based team members. You should be comfortable making and answering phone calls, and responding to patient texts and emails, and you will present yourself professionally on video meetings.

The right person is:

- Highly organized and exceptionally detail oriented
- Experienced with medical insurance billing, claims submission and follow up, payment posting, or reconciliation
- Comfortable with Excel or Google Sheets and able to keep records accurate and easy to review
- Proactive and anticipatory, able to identify an issue and suggest the next step without waiting to be told
- Systems minded, someone who notices when a process is not being followed and takes action
- Comfortable tracking metrics and using numbers to drive improvement
- Flexible and comfortable shifting priorities in a fast paced office
- Outgoing, warm, professional, and able to work well with different personalities
- Trustworthy, discreet, and respectful of confidential patient and financial information
- Reliable, responsive, and accountable for completing assignments on time
- Willing to learn optometry specific processes, including contact lens orders and vision insurance procedures

Experience with United States medical billing, vision insurance, optometry, ophthalmology, or dental insurance is strongly preferred. Experience with OfficeMate, ExamWriter, VSP, EyeMed, Medicare, Blue Shield, Aetna, Cigna, or Anthem is a plus, but not required.


TO APPLY

Please submit all of the following to ----------

1. A brief introduction explaining your relevant insurance billing or reconciliation experience
2. Your resume
3. A short voice recording introducing yourself in English
4. Confirm that the $5 hourly wage is acceptable
5. Your internet speed test results
6. A brief description of your insurance experience
7. One KPI you have tracked in a previous role and how it helped improve results

Include the words "Reliable Revenue Assistant" in the subject line of your application so we know you read the full posting.

Applications sent through the OnlineJobs.ph message system alone, without the items above, will not be considered.

We are looking for someone who wants a stable, long term role and takes pride in making an office run better every day. We look forward to working with you!