Medical Records Specialist and Bookkeeper - Counseling, Health, & Wellness Services

Job description

Job Title: Medical Records Specialist and Bookkeeper - Counseling, Health, & Wellness Services
Location: Counseling Health Wellnss Svcs
Full/Part Time:
Job ID: 5483
Staff Posting Details
Appointment: Regular, full time (1.0 FTE)

Position Summary: Manage electronic health records (EHR). Provide technical support to staff. Manage departmental invoices, student payments, and monitor the budget in collaboration with the CHWS director. Provide front and back office support.

Essential Job Functions and Responsibilities:

Records Manager

  • Primary in-house trainer and support for Electronic Health Records (EHR) functioning.
  • Create and maintain/update manual for each position within CHWS relating to the EHR system.
  • Build additional EHR modules and modify existing parts.
  • Generate statistical reports for quality management.
  • Store immunization data and manage university registration holds for those not in compliance.
  • Communicate with students about portal changes.
  • Coordinate computer upgrades and solve phone or tech issues with Technology Services.
Bookkeeper responsibilities:

  • Collect payment for services and communicate outstanding bills with students.
  • Post weekly revenue reports to the university’s financial system.
  • Prepare monthly and annual budget statements.
  • Reconcile staff P-Cards.
  • Write disbursements for non P-Card charges, including payments to contract employees.
  • Order office supplies, furniture, and computer parts or accessories.
  • Monitor professional development funds and providers’ licensure information.
  • Review lab and medication charges on a regular basis.
Receptionist responsibilities:

  • Establish new staff privileges (e.g. keys, business cards, computer security, etc.).
  • Support medical and psychology staff.
  • Answer phones, greet visitors, and respond to inquiries from students, staff, faculty, and community members.
  • Screen patients/clients to ensure appropriate, timely scheduling.
  • Consult nurse, medical, or psychology staff to triage emergencies.
  • Prepare and maintain patient/client records.
  • Provide patient/client check-in and check-out.
  • Provide clerical assistance with computer projects, flyers, posters, announcements, and patient/client outcome surveys.
  • Respond to requests for records.
  • Co-manage office mail distribution.
  • Coordinate interdepartmental projects, including work with Registrar, Academic Advising, Student Accessibilities and Accommodations, as well as Student Affairs.
Budget Responsibilities

The Bookkeeper works closely with the Director of CHWS to ensure that funds are being spent appropriately. Reports on revenue and expenses to the Dean of Students designee and Finance. Prepares disbursements for contracted personnel and reconciles P-Card transactions.

Minimum Requirements and Qualifications:

Candidates must be able to explain and/or demonstrate that they possess the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation.

  • Bachelor’s degree and one year related experience, or the equivalent combination of education and experience.
  • Training or experience in medical scheduling (preferred).
  • Significant skill and comfort problem solving with technology.
  • Ability to screen and schedule medical and mental health presenting concerns.
  • Excellent communication, interpersonal, organization, and decision-making skills.
  • Must be able to maintain confidentiality of medical/counseling records and contacts.
  • Work effectively with diverse populations.
  • Word processing and spreadsheet experience (e.g. Word and Excel).
  • Possess knowledge of office/business technology including set-up and minor maintenance (EHR experience preferred).
  • Commitment to equal opportunity/affirmative action and to creating and sustaining an environment supporting full inclusion for a diverse student population.
  • Willing to work varied hours as needed.
  • Ability to respectfully work, communicate and provide leadership within a diverse campus community.
Compensation and Benefits: $17.28 - $19.00 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package. For more information, visit:

Application Deadline: Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Interested individuals are encouraged to submit application materials no later than September 4, 2020 to ensure consideration.

Required Documents:

    ResumeLetter of Interest
Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.

Diversity Statement:

    We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit:

The University of Puget Sound is an equal opportunity employer.

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Job No:
Posted: 8/25/2020
Application Due: 10/24/2020
Work Type: