Job Description

Administrative Associate/Medical Assistant

Position Type: Regular

Hiring Range: $28.03 - $30.82 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency: Hourly

Position Purpose: The Administrative Associate/Medical Assistant is a member of the Student Health, Counseling and Well-Being team and largely supports Student Medical Services (SMS) and Counseling and Psychological Services (CAPS). Together this team practices in the unique environment of college health and directly contributes to student success by delivering integrated physical and mental health care to SCU students. The administrative team of three staff provides the highest quality of administrative work while supporting the vision of the University to make student learning a central goal of the Center.

This position is a ten-month full-time position from August 16 to June 15. In addition to general administrative duties, this position provides back up coverage as a Medical Assistant, as needed.

Essential Duties and Responsibilities:

• Coordinate the Center's Electronic Medical Records (EMR) System, Point and Click (PnC)
• Monitor clinic schedule via the EMR in order to ensure clinic flow and prepare the schedule for the following day.
• Administer a daily high-volume of complex scheduling functions for SMS and CAPS practitioners.
• Greet students, staff, faculty and visitors and assist students with EMR check in procedures.
• Answer phones and record phone messages for staff including name and phone numbers.
• Respond to requests for information and make referrals as appropriate.
• Conduct first-line assessments of emergent, urgent situations.
• Review protocols and referral resources to ensure materials are current and accessible.
• Provide referral support as requested by Student Medical Services.
• Assist with immunization policy implementation and document review.
• Take an active role in helping professional staff to enact the Policies and Procedures of Student Health, Counseling and Well-Being.
• Assist leadership, managers and medical providers with administrative projects while working with limited direction and supervision.
• Maintain all office forms.
• Open and close the office at the beginning and end of every day.
• Assist with the administering of and collecting of Release of Confidential Records.
• Help plan and organize all staff events, i.e., meetings, retreats, events.
• Record and distribute minutes from departmental staff meetings.
• Sort and distribute mail.
• Reserve Student Health, Counseling and Well-Being conference room for staff and departmental guests.
• Review files for current Medical Histories and local addresses.
• Coordinate prescription deliveries from Savco Pharmacy.
• Maintain a "Front Office Procedures" Manual.
• Create work orders for Student Health, Counseling and Well-Being facility needs.
• Maintain confidentiality of all patient and center information at all times.

Direct Patient Care while Backfilling as a Medical Assistant (Clinical Area):

• The medical assistant portions of this role functions under the supervision of the SMS Clinic Manager and the medical oversight of the SMS Campus Physician, Nurse Practitioner/Physician Assistant and Registered Nurse.
• Provide additional coverage when the RN is triaging to support provider and back office.
• Prepare and/or position the patient for examination by the provider.
• Obtain and document in the electronic medical record (EMR) the reason for visit, vital signs, allergies, medications and related patient information to assist in diagnosis and treatment, per clinic policy and procedure.
• Instruct patients on preparation for tests, medications and procedures. Provide patients with printed information as appropriate.
• Communicate pertinent clinic information to all team members.
• Ensure patient diagnostics, referrals and other pertinent information is available prior to scheduled appointment.
• Assist with exams, tests, procedures, chaperoning as requested.
• Ensure equipment and correct instruments are available prior to procedures, maintaining sterile technique as required.
• Label specimens and requisitions according to laboratory specifications.
• Perform point of care testing including but not limited to strep, mono, glucose, urinalysis and hemoglobin testing.
• Perform procedures as requested including EKGs, ear lavage, inhalation treatments, wound dressings, medical equipment instruction and application.
• Administer, dispense and document medications and vaccinations per clinic policy and procedure.
• Process laboratory specimens as ordered according to Reference Laboratory specifications, including venipunctures.
• Record patient data for special procedures in the EMR.
• Ability to prioritize a high volume of patient activity, including clinic visits, appointment scheduling, incoming telephone calls, walk-in patient requests, and pharmacy requests.
• Inform patients of delays, procedures and other related information related to their appointment.
• Coordinate services with outside facilities or medical referrals.
• Assist with requests for medical records.
• Manage messages securely through the EMR.
• Inform, clarify and explain patients of center charges as needed and/or as requested.

Budgetary Duties:

• Order office supplies
• Charge for fees for service, including student billing and ledger billing
• Track all receipts and reconcile EMT expenditures
• Manage insurance billing process
• Input and pay all office invoices in Workday
• Process Workday Requisitions/SIR/Invoices for payment
• Manage and balance petty cash
• Manage and balance check deposits
• Assist director with reconciling the budget: i.e., review invoices, monitor quest labs invoices, etc.

Departmental Development:

• Actively and collaboratively support the mission, goals, and initiatives of the Student Health, Counseling and Well-Being.
• Observe all Student Health, Counseling and Well-Being policies and procedures.
• Utilize effective communication techniques with patients, practitioners and staff to promote quality patient care.
• Keep abreast of changes in the Student Health, Counseling and Well-Being and how they may affect the departments within the Student Health, Counseling and Well-Being.
• Conduct all work activities with respect for rights and wishes of clients, families, and co-workers.
• Schedule and monitor Flu Vaccine Clinics
• Manage PC replacement program for all Cowell computers
• Assist Director with securing and managing existing annual contractual agreements with appropriate personnel.
• Attend scheduled staff meetings.
• Serve on departmental or campus committees as appropriate.
• Maintain cooperative interactions with other support and clinical staff.
• Display a positive attitude within the Student Health, Counseling and Well-Being and across departmental lines to contribute to staff morale and overall customer satisfaction.
• Participate in departmental performance improvement activities.
• Develop and foster relationships and trust with employees and the SCU Community.
• Work individually and as a team in a collegial, respectful, and professional manner.
• Demonstrate collaborative practice with team members utilizing conflict resolution and chain of command as necessary.

In consultation with the administrative team, one staff member will take lead to provide administrative support to the Associate Vice Provost for Student Health, Counseling, and Well-Being (AVP):

• Manage communication as it is received (i.e. respond to inquiries, route messages and requests to appropriate individuals, etc.)
• Effectively manage the calendar for the AVP including scheduling appointments, meetings, and events, ensuring Zoom links and attached documents are accurate
• Plan and coordinate events and meetings to include scheduling venues, tech support, food and beverage, and other logistics.
• Conduct research, assemble and analyze information to draft communication, reports, and presentations, ensuring attention to detail.
• Prepare routine financial transactions and reports according to University policies and procedures and reconcile budget (i.e., review and monitor invoices)
• Assist AVP with securing and managing new and existing annual contractual agreements with appropriate personnel.

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