Administrative Assistant (part-time) - 501589

SUMMARY:

This position is primarily responsible for customer service registering patients/clients, guiding them through the clinic appointment, and appropriately documenting the clinical visit following established medical record management practices. The Administrative Assistant serves as the primary point of contact for internal and external constituencies at both Student Health Center and CAPS. Administrative responsibilities include, but are not limited to: appointment scheduling and correspondence, medical record-keeping, data collection and reporting, and providing administrative support to clinical staff and special projects as needed.

RESPONSIBILITIES:

Patient Registration & Appointment Scheduling:

• Serves as the first point of contact for students seeking services at Student Health Center and CAPS.
• Advocates for awareness, understanding and the diversity and inclusion of all people in Health & Well-being facilities, programs and communications while providing a commitment to work effectively with students, faculty, and staff from diverse backgrounds. Advocates for the educational and cultural benefits of providing diversity and inclusion in the Health & Well-being Unit.
• Processes students during clinic check-in and check-out
• Greets visitors, screens calls and emails, takes messages, and takes any necessary/appropriate action to serve patients
• Assists students with any required intake forms or assessment
• Reviews intake information and escalates care as needed based on student response and/or behavior
• Promotes patient rights and responsibilities; understands and supports patient advocacy.
• Maintains confidentiality as required by medical standards
• Utilizes specialized software and Electronic Health Record (EHR) to schedule patient appointments at Student Health Center and CAPS
• Communicates with clinical staff and students as needed to successfully schedule appointments based on established parameters in each clinic
• Communicates with Assistant Director, Operations as needed to resolve any scheduling challenges
• Assists with running designated reports and analyzing data to evaluate clinic schedules and patient appointments

Medical Records (paper and electronic):

• Follows established medical record management practices at Student Health and CAPS
• Maintains compliance with HIPAA and FERPA
• Assists with maintaining and organizing all confidential student medical records; evaluates records for completeness and accuracy; purges and prepares records for archiving as directed.
• Prepares student medical record for clinical visit
• Processes Health History Records for new, transfer, and re-admitted students to include immunization compliance and documentation of health information
• Assists with scanning documents and correspondence with external medical offices as needed

Administrative Support:

• Performs opening and closing procedures for Student Health Center and CAPS
• Utilizes a multi-line phone system, department email accounts, fax, copiers, printers and scanners as modes of communication in the clinical setting; assists with troubleshooting technology, communicating with the Assistant Director, Operations as needed to resolve issues.
• Communicates with students, parents, and staff via email and phone
• Processes and distributes department mail and faxes; monitors departmental email and responds or forwards to appropriate staff
• Assists with special projects and provides administrative support for clinical staff as assigned by the Assistant Director, Operations
• Participates in educational activities related to medical office management, maintenance of professional skills, and understanding the clinical operations environment.

QUALIFICATIONS:

• Strong interpersonal and communication skills
• Ability to compassionately and calmly interact with individuals who are distressed. Communicates in a welcoming, caring, and empathetic manner.
• Ability to maintain composure and professionalism even under highly stressful conditions, including students experiencing mental health distress
• Ability to effectively manage multiple tasks while and re-prioritizing tasks on short notice
• Ability to work independently, efficiently, and accurately
• Ability to read, interpret, and apply policies and procedures
• Technical competency with electronic health records, Microsoft Office Suite, Box, Banner, Audix, and Internet-based tools
• Ability to learn and become proficient in specialized software used in Student Health Center and CAPS locations
• Mental Health First Aid Certification required within 1^st year of hire
• Ability to attend annual trainings and medical screenings required for assignment in a medical clinic
• Knowledge of HIPAA and FERPA standards applicable to duties and responsibilities. Ability to maintain patient/client confidentiality.

EDUCATION & EXPERIENCE:

• HS diploma or GED is required; Associate’s degree preferred
• 3-5 years of experience in the health care delivery industry preferred
• 3-5 years of customer service experience preferred
• 3-5 years of record-keeping experience preferred
• Demonstrated experience working in and fostering a diverse faculty, staff and student environment or commitment to do so as a staff member at University of Richmond

WORK HOURS:

• Part-time, non-exempt position, less than 1,000 hours per year
• Monday – Friday, 8:15 a.m. - 1:15 p.m. during the academic year. Reduced schedule during breaks/holidays and summer. Flexibility with
  schedule is preferred.

SALARY STRUCTURE:
Pay Grade 3 (Hiring Range $15.88 to $18.68 per hour)

COVID-19:

The University of Richmond requires COVID-19 vaccinations for all students, faculty, and staff. The University allows exemptions to this requirement for religious, medical and strong personal conviction reasons. All newly hired employees must report their status within the first two weeks of employment.

ABOUT UR:

At the University of Richmond, we’re creative, inclusive, and determined. We’re Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond (www.richmond.edu) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There’s only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE