Injections Coordinator Team Lead

General Summary

Responsible for providing administrative and clerical support within the Ophthalmology Retina department. This position ensures that daily injection operations run efficiently, department protocols are followed, and patient and staff needs are addressed in a timely and professional manner. Serves as a key point of contact for departmental matters, supporting the Supervisor in maintaining smooth workflow and operational excellence.

Essential Functions

Enforce and maintain compliance with all department protocols and procedures.

Serve as a key point of contact for Injection Coordinators, addressing concerns and assisting with issue resolution.

Support department operations in the Supervisors absence, including running reports, managing templates, and processing Acumatica purchase orders.

Communicate updates, new policies, and procedural changes to staff via email and team meetings.

Travel to other clinic locations as needed to pick up or drop off add-on injections.

Assist with contracted centers and patient complaints or concerns.

Provide support in training and onboarding new staff members, ensuring that all coordinators follow standardized departmental procedures.

Support the Supervisor with special projects and department initiatives.

Run daily, weekly, and on-demand reports related to injection schedules, add-on patients, and dates of service (DOS).

Create and maintain organized patient folders, ensuring all documentation is complete and up to date.

Verify patient insurance coverage and request necessary authorizations for both office visits and pharmacy injections.

Communicate with pharmacies to call in, fax, and follow up on prescriptions.

Inform patients about copays associated with office visits and injections; assist in applying for copay assistance programs when applicable.

Prepare, scan, and file all relevant documentation, including fax confirmations and delivery tickets.

Enter all authorizations, inventory updates, and delivered injections accurately into the system.

Safely dispose of expired injections following biohazard safety protocols.

Report any damaged or spoiled injections to the pharmacy and assist with recalls or lot number issues.

Assist technicians with inventory management and related tasks as needed.

Perform administrative duties such as answering calls, scheduling, rescheduling, and updating patient information in the EMR system.

Complete tasks assigned by the Billing Department accurately and in a timely manner.

Job Specifications

Typically has the following skills or abilities:

Two to three years of experience or equivalent training in a similar role within a medical or Ophthalmology setting.

Knowledge of medical and ophthalmology terminology.

Ability to manage multiple tasks and priorities effectively.

Strong ability to handle and resolve patient complaints professionally and empathetically.

Demonstrated ability to proactively lead and manage urgent or stressful situations calmly and effectively.

Strong written and verbal communication skills, with precise spelling and grammar.

Bilingual in English and Spanish preferred.

Proficiency with use of computers and EMR systems is required.

Interpersonal skills to establish effective relationships with patients and fellow staff.

Ability to handle sensitive and confidential information and to follow administrative, ethical, and legal requirements for safeguarding patient privacy.

Must have reliable transportation to travel to other locations as needed.

Working Conditions

The working environment is generally favorable, lighting and temperature are adequate and there are no hazardous or unpleasant conditions caused by noise, dust, etc.

The above information on this description had been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive

inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

VSP Vision is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to age, gender, race, color, religion, sex, national origin, disability, or protected veteran status. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

The compensation range for the role is listed below. Applicable salary ranges may differ across markets. Actual pay will be determined based on experience and other job-related factors permitted by law. As a part of the compensation package, this role may include eligible bonuses and commissions. For more information regarding iCare benefits, please click here.