Virtual Front Desk Receptionist & Optometry Coordinator

We are seeking an exceptionally warm, personable, and high-energy Virtual Front Desk Receptionist & Optometry Coordinator to step in and rescue our thriving eye care practice from a wave of patient inquiries. Operating as a fast-paced community clinic, our brand represents absolute warmth, attentive patient care, and seamless service.

Currently, our office is overwhelmed with 40 to 60 calls a day and has an immediate need for a dedicated virtual partner. This is not a passive data-entry role. You will be the vital lifeline, primary voice, and digital face of our clinic. While technical skill is important, our absolute highest priority is an elite, deeply personable phone presence. If you have a welcoming phone voice that instantly builds rapport, combined with a background in eye care, you are the exact missing piece we need to restore balance to our daily operations.

VA's Top 3 Daily Tasks

1. Heavy Inbound & Outbound Calls: Transforming high call volumes into smooth, welcoming, and organized patient touchpoints.
2. Strategic Appointment Scheduling: Keeping the provider matrix flawlessly booked and optimizing daily calendar density.
3. Insurance Verification: Pulling, verifying, and logging specialized vision plan benefits ahead of time.

Core Responsibilities

Heavy Phone Management & Front Desk Support

• Command Daily Call Volatility: Comfortably handle a dense influx of 40 to 60 inbound calls daily with a calm, friendly, and patient-centered approach.
• Elite Patient Rapport: Serve as the critical first impression of the practice, delivering exceptional customer service that makes every patient feel heard and valued.
• Proactive Outbound Campaigns: Place outbound calls to follow up on patient inquiries, route urgent messages appropriately to the clinic team, and address scheduling requests.

Calendar Optimization & Vision Benefits

• Strategic Calendar Management: Masterfully schedule new eye exams, contact lens fittings, and medical follow-up appointments.
• Proactive Confirmation Workflows: Systematically contact patients exactly 2 days ahead of their scheduled visits to secure confirmations, manage cancellations, and eliminate no-shows.
• Vision Plan Navigation: Access insurance portals to pull, verify, and document patient vision plan benefits (e.g., VSP, EyeMed) accurately prior to their appointments.

Daily Schedule & Focus

• Schedule: Full-Time, Monday – Friday (40 Hours per Week)

Requirements

• Domain Expertise: Experience working within an Optometry or Ophthalmology practice is highly preferred. General medical front desk experience with a baseline understanding of eye care terminology is an asset.
• Phonetic & Verbal Excellence: Flawless verbal and written English communication skills. Must possess an exceptionally warm, bright, and polished phone presence with a clear speaking voice.
• Insurance Literacy: Prior experience pulling and verifying basic medical insurance or vision rider benefits.
• Multi-tasking Aptitude: Comfortable entering data accurately into an EMR while keeping up a fluid, natural conversation with patients on the phone.
• Remote Workspace: A completely silent, distraction-free virtual home office setup equipped with high-speed internet and a professional headset.

Ideal Candidate Profile

The ideal candidate is a natural relationship-builder who brings infectious positive energy to the phone, even during heavy call volumes. You are dependable, thrive under high-demand scenarios, and possess the proactive, solution-oriented mindset needed to step in, take charge of the phones, and instantly elevate our daily patient workflow.