Patient Access & Care Coordination Specialist – Ophthalmology/Optical, Galena, Illinois

The Optical/Ophthalmology Department at Medical Associates Galena Clinic seeking a motivated, dependable, and compassionate individual eager to grow in a meaningful healthcare career. This role is perfect for someone early in their career who is tech-savvy, people-oriented, and excited to gain experience in a respected Ophthalmology/Optical practice. Ideal Candidate

• • Demonstrates empathy, professionalism, and exceptional attention to detail
  • Communicates clearly and confidently—both on the phone and in person
  • Loves being part of a supportive, high-energy team
  • Quickly adapts to new workflows, tools, and technology
  • Enjoys learning, problem-solving, and helping patients navigate their care
  • Values work-life balance and meaningful patient connections
  • Brings a positive attitude, initiative, and the desire to grow into a long-term healthcare career

 Professional Development
We invest in your growth:

• Certification Support: Medical Associates covers the full cost of sitting for your IJCAHPO COA or COT certification exams.  
• Ongoing Education: Enjoy free access to IJCAHPO’s Clinic CE Subscription—featuring 220+ online courses from world-renowned faculty with direct CE credit tracking to your IJCAHPO transcript.  
• Career Progression: Build clinical confidence and earn credentials that open doors across ophthalmology and beyond.  

Schedule: Monday–Friday, typically scheduled 3 days per week, (hours primarily 7:00 AM – 6:00 PM; flexibility required)  Location: Optical/Ophthalmology Department, Medical Associates Galena, Illinois. Will work at Medical Associates Ophthalmology/Optical West Campus as needed for coverage. 

What you'll be doing: 

• • Schedule patient appointments for Ophthalmology, Optometry, and Physical Therapy, applying provider-specific scheduling protocols
  • Conduct initial phone triage by gathering symptom details, applying standardized triage questions, and routing messages appropriately
  • Place clinical orders (as directed) and ensure accuracy across patient charts
  • Provide exceptional customer service—greeting patients, checking them in, verifying demographics, and ensuring accurate billing information
  • Collaborate closely with team members to support patient flow across both the Galena and Dubuque clinics
  • Assist as needed in the Dubuque location, providing cross-site coverage to support patient care and clinic operations
  • Respond to messages, manage call queues, and help coordinate follow-up visits
  • Maintain a clean and organized work environment, ensuring supplies and materials are stocked
  • Assist with additional administrative responsibilities and special projects as assigned
   
• Complete all other assigned projects and duties. 

Knowledge, Skills and Abilities:

Education: High school diploma or GED required.

Experience: From three months to one year of similar or related experience.

Interpersonal Skills: Courtesy, tact, and diplomacy are essential elements of the job. Work involves personal contact with others inside and/or outside the organization, generally regarding routine matters for purposes of giving or obtaining information which may require some discussions.

Other Skills: Ability to multi-task and work in a fast paced environment. General computer knowledge with proficient keyboarding skills. Multi-line telephone system. Cash handling experience. Ability to work independently with limited direction, problem solving and resourcefulness.