Administrative Assistant III

Department:

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R107830

Minimum Requirements:

High School Diploma/GED with (4) years of related experience or an equivalent combination of education and experience. Grade 3 (Hourly)

Position Description:

The Administrative Assistant III serves as a key member of the 550 Clinic Linkage Team and acts as the first point of contact for community partners referring newly diagnosed, transferring, or reengaging individuals living with HIV. This position is responsible for reviewing Ryan White program eligibility and explaining program expectations to ensure appropriate enrollment into care. The Administrative Assistant III plays a vital role in building trust and rapport with patients, helping them understand the clinic’s integrated care team approach and emphasizing the importance of ongoing engagement with providers, case managers, and the adherence support team.

Essential Duties and Responsibilities

• Manages the intake schedule for Ryan White intake appointments for all new, transfer, and re-engaged clients; works with individuals and referring providers to obtain required medical history and/or proof of eligibility documents ahead of visits.

• Establishes a call schedule for intake, patient follow-up to improve appointment show rates and confirm resource needs, including transportation and required documentation for the visit.

• Serves as part of the Rapid Start and Linkage team; assists with Rapid Start patient appointments in the absence of the Peer Navigator to ensure continuity of care for newly diagnosed individuals.

• Collaborates with 550 Clinic staff and KCCP teams to ensure patients receive eligible coordinated services during the intake visit.

• Provides initial patient health resource information, including education on self-advocacy, preventing further transmission, care and treatment expectations, and how to access available services.

• Completes State TRAIN Certification for HIV Testing and maintains annual compliance; provides rapid HIV confirmation testing for intake patients lacking prior medical records or proof of diagnosis.

• Serves as backup support for updating client eligibility and enrollment applications for new, returning, and transferring patients when needed; educates patients on the Sliding Fee Scale and out-of-pocket cost caps.

• Monitors the Intake Referral Workqueue and submits a weekly log of appointment outcomes to the referring provider to confirm intake scheduling.

• Updates the Daily Datalogger report for the state each morning at the start of shift.

• Utilizes the EMR and Provide Enterprise (PE) database to document, track, and manage client retention issues for Quality Improvement (QI) purposes.

• Performs Ryan White intake and eligibility administrative duties, including scanning eligibility documents, backing up files, and preparing/submitting monthly intake and retention reports in a timely manner.

• Tracks, follows up on, and reports no-show or canceled intake appointments to ensure clients are properly linked to medical care and have completed Ryan White enrollment; maintains appropriate logs for reporting to the manager.

• Participates in monthly and quarterly CQI team meetings regarding linkage and adherence performance measures to maintain 550 Clinic standards of care and report individual patient needs to the CQI Manager.

Preferred Qualifications

• Associate’s degree in a related field. 

• Demonstrated proficiency in MS Office.

• Experience working with HIV populations or in a clinical environment is a plus.

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special d