CENTER FOR EYE CARE
ADMINISTRATIVE RESPONSIBILITIES
Center coordinators Chiefs of Service Coordinator of Urgent Care Center Manager
CENTER COORDINATOR (open)/INTERIM DIRECTOR
Professional / Educational
Implement all Center policies and procedures.
Review patient schedules daily to ensure appropriateness of student
assignments.
Monitor patient care assignments.
Monitor and report student absences and assignment changes.
Discussion with attending doctors to disseminate information, assess adequacy
of supervision and quality of clinical instruction. Discussion of individual
students' progress.
Design and implement remediation and training for specific student needs as
required.
Review all student evaluations and assure that all have been completed and
distributed. Prepare grades for fourth year students. Collect and send third
year evaluations to Chief, Primary Care Service as required.
Prepare fourth year assignments and schedule for students at other sites.
Orientation for students at the beginning of rotations (third and fourth year).
Coordinate with Assistant Dean for Clinical Programs and Center Manager regarding
clinic activities and conflict resolutions
Respond to requests for information, communication, patient reports.
Review requests for patient records for appropriateness and confidentiality.
Answer patient telephone calls. Give information, referrals, handle complaints.
Review and sign charts of patients who failed to show for appointments. Assure
that reappointment has been accomplished.
Coordinate with social service agencies and referral centers for patient
referral and follow-up.
Review and update Center Manual.
Record review as part of the Center Quality Assurance program.
Prepare list of equipment needs when requested.
General *(Most can be done
by/with staff)
Report and monitor equipment and facility repairs.
Review examination rooms and equipment for repair, restock, or replacement
needs. Direct daily maintenance of exam rooms by students. Ensure that
equipment is safe and in working order.
Determine levels of supplies (treatment needs, office items, cleaning and
janitorial supplies, equipment, etc.). Order as needed and process.
Check stock medications, pharmaceutical samples, and supplies for expired items
and low supply.
Keep list of resources, social service agencies and referral centers updated.
Assess cleanliness and maintenance of facility and consult with service
personnel.
Review incoming mail.
Review bills from outside agencies for services provided for accuracy and
completeness. Compile invoices before forwarding to Center Management for
payment.
Community relations
Represent and act as spokesperson with outside agencies and individuals.
Staff
Observe staff performance in their relationships with patients and students;
contribute to annual reviews.
Other
Other duties as assigned
Professional
/ Educational
Implement all Center policies and procedures.
Review patient schedules daily to ensure appropriateness of student
assignments.
Develop student schedules as required.
Monitor faculty/student patient care assignments and student patient care activity.
Monitor and report student absences and assignment changes. Reschedule students as required.
Discussion with attending doctors to disseminate information, assess adequacy
of supervision and quality of clinical instruction. Discussion of individual
students' progress.
Design and implement remediation and training for specific student needs as
required.
Review student evaluations and assure that all have been completed and
distributed. Prepare grades.
Orientation for students at the beginning of rotations.
Coordinate with Assistant Dean for Clinical Programs and the Center Manager regarding
clinic activities and conflict resolutions.
Respond to requests for information, communication, patient reports.
Comply with Center HIPAA privacy and security policies.
Answer patient telephone calls. Give information, referrals, handle complaints.
Coordinate with social service agencies and referral centers for patient
referral and follow-up.
Review and update Center Manual as required.
Participate in the Center Quality Assurance program. Develop processes for record review. Monitor and insist on EMR sign-offs.
Prepare list of equipment needs when required. Maintain equipment inventory consistent with University protocols.
General* (Most can be done by/with staff, students)
Monitor status and availability of diagnostic equipment.
Review examination rooms and equipment for repair, restock, or replacement
needs. Direct daily maintenance of exam rooms by students. Ensure that
equipment is safe and in working order.
Determine levels of supplies (treatment needs, office items, cleaning and
janitorial supplies, equipment, etc.). Order as needed and process.
Check stock medications, pharmaceutical samples, and supplies for expired items
and low supply.
Keep list of resources, social service agencies and referral centers updated.
Community relations
Represent and act as spokesperson with outside agencies and individuals.
Staff
Observe staff performance in their relationships with patients and students;
cooperate with Center Manager.
Other
Other duties as assigned
COORDINATOR OF URGENT CARE SERVICES
Professional / Educational
Implement all Center for Eye Care policies and procedures.
Comply with Center for Eye Care HIPAA privacy and security policies.
Develop, coordinate and publish a schedule of residents responsible for urgent care.
Develop and maintain a log of patient telephone contacts for urgent care services.
Review EMR records of patient encounters for urgent care services.
Maintain supplies required for urgent care services.
Develop and implement an orientation for new residents to urgent care services.
Provide on-going training of residents in the management of urgent care patients.
Participate in Quality Assurance reviews with the Center QA team.
Respond to requests for information, communication, patient reports for QA purposes.
Prepare communication tools and training for front desk staff in telephone triage of urgent care patient requests.
Monitor resident performance and provide evaluation of resident performance during quarterly review.
Develop and review written protocols for urgent patient care.
Coordinate with Residency Program Directors and/or Director of Residencies regarding conflict resolutions concerning residents.
Respond to patient requests for information as required; review patient complaints.
Prepare list of equipment needs when required. Maintain equipment inventory consistent with University protocols.
Monitor status and availability of urgent care specific equipment.
Determine levels of urgent care specific supplies (including pharmaceuticals); request order as needed.
Develop and maintain list of resources, social service agencies and referral sources.
Other
Other duties as assigned
Supervision
College of Optometry residents performing urgent care services
Supervision Received
Assistant Dean for Clinical and Academic Programs
Center Manager (brief) see
BASIC
FUNCTION AND RESPONSIBILITY
To manage the operational, financial and personnel activities of the School of
Optometry Center for Eye Care.
CHARACTERISTIC DUTIES
Staff
Interview, select, train, evaluate and counsel all staff of the Center for Eye
Care.
Instruct and advise staff on changes in policies, procedures or working
standards.
Develop and update SOPs and staff manual as needed.
Assure proper staffing at all Center locations.
Develop, implement and monitor staff workload standards and productivity
reports.
Operations
Maintain Center patient records and financial database.
Implement and assist in the development of Center policies and procedures that
are consistent with university policy and procedures.
Assure that all faculty credentials are maintained on file.
Represent staff and participate in appropriate Center committee activities.
Prepare annual budget and monitor revenue/expenditures during the year.
Monitor Center operations and objectives to ensure the most effective services
are being provided.
Oversee development of Center statistics for analysis.
Monitor Center billing functions and revenue status.
Develop, delegate and monitor Center operational goals, objectives and
programs, and ensure timely completion.
Implement and assist in the development of quality assurance programs for the
Center.
Collaborate with all center and service administrators to ensure delivery of
quality services.
Confer with Center administrators and service chiefs to resolve operational
problems and promote communications and good guest relations with patients and
the public.
Coordinate research and educational activities in order to support faculty in
their involvement in these activities.
Responsibility for addressing patient complaints.