Client Services Assistant

Nature of Work: This position typically reports to an Office Manager or other administrative manager in the department, center, clinic, school or college. A Client Services Assistant may work in a variety of locations, such as a student health center, counseling center, speech or audiology clinic, medical or psychiatric clinic, health education department, or other health care provider. The work performed by the Client Services Assistant is distinguished from a receptionist by the intake functions it performs, which goes beyond that of assisting and directing customers as they arrive. This position initiates and maintains the information collection, insurance billing, and scheduling processes that will continue for some time.

This position is non-exempt; the wide range of support duties performed are comparable in level to those of the Staff Assistant. This position adheres to confidentiality and HIPAA guidelines. This position serves a vital link in the communication chain between the client/caregiver and the service provider. Schedules walk-ins and callers for appointments via unit’s current scheduling system.

• Environment – Typical indoor environment/office setting.
• Physical Requirements – climbing, standing, stooping, and/or typing; Ability to lift up to 20lbs as needed.

Travel – Ability to travel to other USF campuses and/or other locations as requested.

• At each new appointment, interviews client/patient to obtain demographic, basic medical, and insurance information, as needed.
• Schedules subsequent diagnostic or counseling appointments, working with clients/patients to reschedule as necessary. Makes calls to remind clients/patients of next day appointments.
• Establishes client/patient folders and ensures files comply with confidentiality requirements.
• Coordinates completion and mailing of diagnostic reports to clients/patients.
• Collects fees from clients/patients and coordinates subsequent collection procedures.
• Acts as resource for graduate students; submits time sheets, prepares hour sheets for externship applications, and prepares memoranda of agreement for externship agencies.
• May assist with clinical trials research by screening clients/patients for project, scheduling appointments, assisting clients/patients with alternative testing sites, guiding clients/patients with consent forms. May connect clients/patients with support groups. May take blood pressure.
• Performs other administrative and clerical duties as assigned in support of the objectives of the office.
• Performs other duties as assigned.

This position requires a high school diploma or equivalent, with two years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Testing may be required to assess competency on word processing software.

Senate Bill 1310-The Florida Senate(https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.

SB 1310: Substitution of Work Experience for Postsecondary Education Requirements

A public employer may include a postsecondary degrees a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:

(a) Two years of direct experience for an associate degree;

(b) Four years of direct experience for a bachelor’s degree;

(c) Six years of direct experience for a master’s degree;

(d) Seven years of direct experience for a professional degree; or

(e) Nine years of direct experience for a doctoral degree

Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.

Minimum Qualifications that require a high school diploma are exempt from SB 1310.

While the primary job duties and responsibilities have been included, this job description is not designed nor meant to cover or contain a comprehensive listing of activities or responsibilities. This does not preclude the assignment of additional or developmental duties, special projects, or the scope of the position. Duties, responsibilities, and activities may temporarily or permanently change at any time with or without notice.

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employme