External Optics Coordinator

Job Description: External Optics Coordinator

Who We Are:  

• Eye Thrive is a locally recognized 501c3 nonprofit that empowers children to pursue their full potential by delivering essential eyecare across the St. Louis region.


• Each school year Eye Thrive provides 15,000+ vision screenings, 5,000+ comprehensive eye exams, 7,000+ prescription glasses, 2,000+ replacement glasses, and 200+ follow-up care referrals, all completely free of charge. 


• Eye Thrive is positioned to double our capacity with a second Mobile Vision Clinic in June of 2025 allowing us to double our impact on the lives of kids in St. Louis.

Job Overview:

• The External Optics Coordinator is an integral part of the Eye Thrive team. S/he will play a critical role in day-to-day effectiveness of Eye Thrive, including operating and maintaining the Mobile Vision Clinic (MVC); on-site patient care including glasses production and frame selection; following up on outside provider referrals; and all Medicaid billing.  S/he will play a collaborative role in developing and implementing systems that increase the effectiveness and efficiency of our work and support our ability to grow and expand our impact.  

Job Type:  

• Permanent; Full Time; Exempt. 


• Expected 40 hours/week; Monday-Friday.


• Participation in morning/evening meetings and special events will be required as needed.


• Reports to Director of Operations.

Essential Duties and Responsibilities:

• Mobile Vision Clinic
  
  
  
  • Drives the MVC to and from sites and maps routes for travel.  Maintains accurate driver and mileage logs and immediately reports any damage to the MVC to Executive Director.
  
  
  • Inspects and maintains (including preventative maintenance) MVC as needed and acts as liaison with outside contractors for maintenance.   Maintains accurate maintenance logs.
  
  
  • Updates MVC vehicle registration and plates as needed.
  
  
  • Maintains clean exterior of MVC. 
  
  
  
  


• Site Visits
  
  
  
  • Performs set-up and tear-down of equipment at each site location.
  
  
  • Assists children with frame selection and ensures the proper frame fit and satisfaction.
  
  
  • Operates the optical lab and produces and dispenses glasses on-site.
  
  
  • Accurately enters patient information into Electronic Medical Records system.
  
  
  • Assists optometrist in a prompt, courteous, and respectful manner.
  
  
  • Engages in positive interactions with children and families.  Builds relationships based on compassion and respect.   
  
  
  • Orders all off-site glasses.  Maintains accurate off-site order logs.
  
  
  • Cleans and sanitizes MVC post visit.
  
  
  
  


• Mobile Vision Clinic Optical Equipment and Inventory
  
  
  
  • Inspects and maintains (including preventative maintenance) MVC optical equipment as required and acts as liaison with outside contractors for maintenance.  Maintains accurate maintenance logs.
  
  
  • Ensures adequate MVC inventory of optical equipment, supplies, and optical medications on-board.  Reorders MVC optical equipment, supplies and medications as needed.  Maintains accurate inventory logs.
  
  
  • Collaborates with the Internal Optics Coordinator to select frames for display on the MVC.
  
  
  
  


• Follow-Up Referrals
  
  
  
  • Submits referrals to outside providers.  Regularly follows up on referrals with outside providers, parents, and site contacts.  Maintains accurate referral logs.
  
  
  • Documents referral data, analyzes referral trends, and summarizes referral outcomes in monthly and quarterly reports.
  
  
  
  


• Medicaid Billing
  
  
  
  • Files Medicaid claims and resubmits claims when applicable, verifies payments, and summarizes Medicaid outcomes in monthly and quarterly reports.
  
  
  • Updates March Vision Care membership per regulations.
  
  
  
  

Skills, Knowledge, and Abilities:

• Abilities
  
  
  
  • Ability to manage multiple projects with attention to detail, handle interruptions, maintain focus on tasks and produce accurate work.
  
  
  • Ability to adjust to changing conditions or priorities. 
  
  
  • Ability to make decisions and exercise good judgment.
  
  
  • Ability to communicate effectively both verbally and in writing.
  
  
  • Ability to quickly understand complex information, adapt to new challenges, and take initiative as a proactive self-starter.
  
  
  
  


• Skills

• Commitment to the mission and values of the organization.


• High degree of integrity, discretion, and professionalism.


• Ability to work independently and collaboratively in a dynamic environment.

• Knowledge

• Valid driver’s license required.


• Associate or bachelor’s degree required.


• Optical experience required.

• Proficient skill level with Microsoft Office applications.


• Proficient skill level with Google Documents, Sheets, and Calendar.


• Proficient skill level with EMR systems preferred.  

Physical Requirements and Working Conditions:

• Physical Demands
  
  
  
  • Must be able to safely drive the Mobile Vision Clinic schools and community centers throughout Greater St. Louis.
  
  
  • Must be able to lift and carry 25 pounds when on MVC during set-up and tear-down.
  
  
  • Ability to move up and down stairwells.
  
  
  • Frequent standing, reaching, and stooping.  75% or more of the workday may be spent standing on feet.
  
  
  
  

• Must have access to a reliable vehicle to travel to schools and community centers, as needed.

• Work Environment

• Works at a shared workspace office at Eye Thrive warehouse in Maryland Heights.


• Travels to Mobile Vision Clinic at various schools and community centers throughout Greater St. Louis.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. This job description is intended to describe the general content of and requirements for the performance of this position.  It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.