Job Description Summary

Job Summary:

The University Health Center is seeking an Administrative Assistant to support administrative and registration operations. This position is in person and works daily on campus, Monday - Friday.

Under general supervision provides moderately complex administrative assistance to support UHC operations, maintaining excellent customer service and meeting the needs of both internal and external customers and patients. Work requires thorough knowledge of the organization and programs and ability to multitask. The administrative assistant works as a member of a multifunctional team, and is able to cross cover throughout the clinic as coverage needs dictate.

The administrative assistant will be a member of the administration and registration teams ensuring all aspects of patient care and follow-up are met in a timely accurate fashion. This position is responsible for answering incoming phone calls, scheduling appointments, completing registration processes upon patient presentation to the clinic and all other aspects pertaining to patient scheduling, registration, and follow-up as outlined below.

Example of Work:

-Answering phones - all phone calls answered timely and effectively. Requests made via phone will be either completed upon receipt of call or directed to alternate UHC departments when appropriate. -Calls requiring additional attention and follow-up will be completed promptly.
-Scheduling appointments following established UHC Scheduling and Appointment Guidelines which includes but is not limited to:

Eligibility verification
-Demographic verification
-Insurance verification
-Completing Registration process upon patient arrival to the clinic as outlined in the UHC Scheduling and Appointment Guidelines, including but not limited to:

Verification of eligibility
-Verification of insurance
-Verify and update as needed demographics
-Collect copayments and other fees as warranted
-Process workman’s compensation visits
-Initiates credit card refunds as appropriate
-Secures pre-authorization from insurance plans when required.
-Follows established cash and credit card handling procedures, maintaining records of monetary transactions including daily reconciliation of receipts. Performs cashiering activities such as completing credit card transactions and issuing receipts and refunds.
-Monitoring lobby kiosk
-Provide excellent customer service to population served
-Maintains various confidential records following established protocols
-Processes requested medical records as per established protocols
-Update/Review Immunization compliance forms and process registration blocks/clearance
-Arrange Para Transport and Medical Transport services when indicated
-Maintain supplies
-Scanning documents into medical record
-Provide support to medical providers, act as registration/administrative resource for UHC providers and staff
-Process, track, and complete patient referrals
-Process, track, and scan (when received completed) EKG’s and other medical tests/information received - notify provider when appropriate
-Monitors daily UHC provider and staff schedules - alerts supervisors/clinic manager when concerns arise
-Reschedules appointments as dictated by schedule changes and provider availability

This is an essential position in times of public health emergencies related to the health center and a background check is required. Position also requires work for some Saturdays and possible evenings.


Physical Demands:
Physical activity includes sitting at a desk, walking up to 150 feet to clinicians’ offices and records rooms, leaning, bending and light lifting. Potential exposure to communicable disease by virtue of working in a health care facility.

Licenses/ Certifications:NA

Minimum Qualifications

EDUCATION: High School Diploma or GED

EXPERIENCE: 3 years experience providing administrative support.

OTHER: Applicants may be required to complete the institution's required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

General knowledge of and skill in the practical application of generally accepted office practices and procedures. Ability to communicate effective both orally and in writing. Ability to proofread and edit written documents. Skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email and calendaring software. Ability to understand and follow oral and written instructions. Ability to interact effectivel