Administrative Associate, Scheduling and Support

Job Posting Title:

Administrative Associate, Scheduling and Support

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Hiring Department:

Department of Psychiatry

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue Until Aug 31, 2026

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Texas Child Health Access Through Telemedicine (TCHATT) Clinical Operations Associate will work as part of an interdisciplinary, team-based program that cares for patients enrolled in the TCHATT program at Dell Medical School. TCHATT provides telemedicine or telehealth programs to school districts to help identify and assess the behavioral health needs of children and adolescents and provide access to mental health services.

This is a state funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women.

A flexible working arrangement agreement can be accommodated based upon the needs of the program and with supervisor approval. This position may require occasional work on-site for some of the scheduled work week. Remote work will require reliable internet access and a suitable private workspace free from distractions. This position will work 40 hours per week with daily hours designated between 7 a.m. and 6 p.m. Monday through Friday.

This position has an end date of 8/31/2026, but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue.

Purpose

Assist the Texas Child Health Access Through Telemedicine (TCHATT) program with creating patient charts and scheduling and managing telehealth appointments for patients in electronic health records. Collaborate with internal and external stakeholders to provide excellent customer service while adhering to department standards.

Responsibilities

• Gather needed information and forms to create client charts in electronic health records. Support families who need extra assistance in completing required forms, have language barriers, or trouble accessing virtual telehealth services. Ensure accuracy in entering and documenting protected health information and follow workflows and processes closely to avoid error and ensure efficiency.

• Schedule and conduct appointments with school staff members, students, and families. Collaborate with care coordinators, supervisors, and clinicians to ensure scheduling conflicts are avoided, parties receive accurate appointment information, and patient data is managed appropriately.

• Complete appointment confirmation calls, ensuring patients attend their appointment, and support with rescheduling requests. Respond to stakeholder inquiries and requests in a timely manner via phone, text, email, and virtual calls.

• Follow policies around documentation standards and timelines, processing internal and external requests, and work efficiently to identify solutions to issues or complications that may arise related to patient care.

• Establish and maintain effective working relationships with internal team at Dell Medical School and Dell Children’s Medical Team and external community and school partners. Navigate all contacts appropriately across multiple virtual platforms. Other duties as assigned.

• Other Job Duties may apply as assigned

Required Qualifications

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s Degree. Two (2) years of administrative experience. Experience in a medical, mental health, educational, or other related setting. Bilingual in Spanish and English. Ability to multitask and respond to multiple requests in a limited time fram