Administrative Associate, Scheduling & Support, TCHATT Operations

Job Posting Title:

Administrative Associate, Scheduling & Support, TCHATT Operations

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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, 2024

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

This position has an end date of 08/31/24, renewable based upon availability of funding, work performance, and progress toward goals. Employees will work 40 hours a week Monday through Friday with flexibility and supervisor approval between the hours of 7AM-7PM.

Responsibilities

• Schedule patient appointments as requested in collaboration with clinicians, school staff members and families via video calls, phone calls, and email.

• Conduct appointments with school staff members and families to gather and review needed information and forms to create client charts in the electronic health records system.

• Establish and maintain effective working relationships with the 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. Provides support and training for school partners on our internal processes and procedures.

• Provide response and assistance to patients via electronic multi-media requests (email, chat, web, etc.).

• Complete appointment confirmation calls, ensuring patients attend their appointment. Offers technical assistance and monitoring support for external partners.  

• Manage clinician schedules in electronic platforms. Creates manuals, instructional videos, workflows, and training materials.

• Other duties as assigned

Required Qualifications

Bachelor's degree and one year of clerical experience at the Administrative Assistant level in a medical or mental health setting or high school graduation or GED, and five years of clerical experience in a medical or mental health setting, 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. Capable of documenting patient communication and clinical chart notes accurately and appropriately. Excellent verbal and written communication. Exceptional customer service skills and phone etiquette. Ability to anticipate needs and follow through with internal and external customers. Ability to follow directions. Ability to communicate effectively in a clear, understandable, and professional manner with patients and healthcare professionals, including the ability to explain registration policies and procedures. Sound judgment in decision-making. Ability to maintain regular, reliable, and punctual attendance. To ensure alignment, we follow these fundamental values: https://dellmed.utexas.edu/culture. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Proficient in Spanish (speaking, writing, and reading). Experience with data entry into electronic health record systems. Demonstrated ability to be flexible and adaptable to change. Proficient with at least one (1) virtual meeting system (e.g., Zoom). Proficient with a least one (1) project management system (e.g., Smartsheet). Proficient in at least one electronic medical records system (e.g., Athena). Knowledge of products, services, and best practices related to mental health service delivery via telehealth. Knowledge of HIPPA and FERPA regulations related to student services and mental health.

Salary Range

$41,000 + depending on qualifications

Working Conditions

• Repetitive use of a keyboard at a workstation

• Occasional weekend, overtime and evening work to meet deadlines

• Other working conditions (optional): Work from home

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Applic