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Optometric Clinic Receptionist

Date: October 2015
Reports to (Job Title): Clinic Administrator
Jobs Reporting (Job Titles): None
Department: Optometry Clinic


Optometry Clinic


35 hr/wk

Primary Purpose

The School of Optometry and Vision Science provides a clinical facility for the education of Optometry undergraduates and residents at the University of Waterloo.  In addition, it provides comprehensive optometric service to the general public, including special populations through in-house and external patient care.  Approximately 180 third and fourth year students are rotated through the various areas of the Optometry Clinic (including the satellite clinic) each academic year with approximately 20,000 patients seen annually. 


Responsibility ranges from answering phones, booking appointments and verifying patient information to assisting with tasks that promote quality patient care and ensure the smooth operation of the clinic.  The Optometry Clinic (including the satellite clinic) is a computerized environment, using an electronic scheduling, billing and medical records systems.


The incumbent works within a team and may be assigned responsibility for various tasks related to the provision of optometric patient care.  The incumbent will have frequent contact with optometrists, opticians, patients and optometry students.  The incumbent will be designated specific assignments but can be expected to rotate assignments as needed.


The incumbent must adhere to PHIPPA and FIPPA legislation.

Key Accountabilities:

1.  Reception


2.  Administrative/Records Maintenance


3.  Communication

Position Requirements


Medical Secretarial diploma, medical terminology course, optometric assistant diploma or equivalent experience required.


The incumbent must have had previous work experience in a health care facility preferably in an optometric setting.  Working knowledge of an electronic records system, preferably Visual-Eyes, is preferred


MS Word Excel PowerPoint Other
Introductory Introductory Introductory EMR, ESES

Nature and Scope

Interpersonal Skills:

All staff working within the clinic must be sensitive to the needs of both students and patients.  In addition the incumbent will be required to deal with personnel from ophthalmology practices and local optometric practices within the community.

Level of Responsibility:

The role requires that the incumbent provide functional direction to the interns and clinicians with all things related to patient appointments both regular and emergencies.

Decision-Making Authority:

The Optometry Clinic Receptionist is required to work independently with minimal direction from the Clinic Administration.  The incumbent makes straight forward decisions based on adequate information while applying explicit guidelines and procedures.  The incumbent is expected to support and act on decisions made within the clinic.

Physical and Sensory Demands:

This position has minimal demands typical of an administrative position within an office environment.  The Optometric Clinic Receptionist will sit, stand or walk to accomplish this position.  Occasionally, physical exertion may be required to unpack and distribute deliveries of products or supplies.

Working Environment:

The University of Waterloo Optometry Clinic is located on the north campus.


The University of Waterloo Optometry clinic is open Monday, Wednesday, Friday from 8:00 a.m. until 6:00 p.m. and Tuesdays and Thursdays from 8:00 a.m. until 9:00 p.m.  Some Saturdays may be required.  Employees will be expected to accept work assignments within that time frame.  Normally rotations will be organized, but from time to time it will be necessary for the Clinic Administrator to assign alternate hours.


Working Conditons:


The incumbent must have a strong work ethic, attention to detail and the ability to perform in a fast-paced and varied environment.  The electronic medical records system requires the incumbent to keep abreast of policy and procedure changes implemented within the Optometry Clinic.