Clinic Operations Assistant - Center for Health and Wellbeing

Allendale, MI
Full Time
R104481

The Clinic Operations Assistant supports the administrative operations of the Campus Health Center by coordinating front office workflows, insurance billing and revenue cycle processes, and administrative purchasing activities. This position ensures efficient patient access services, accurate insurance processing, and effective coordination of administrative systems that support the delivery of high-quality care to students. Working closely with clinical staff, front desk personnel, and university administrative offices, this role promotes efficient clinic operations, supports compliance with healthcare regulations, and helps maintain a positive and welcoming environment for students seeking health services.

Job Type:

Professional Support Staff

Job Classification & Benefits:

C4 Level. Minimum starting wage of $23.23 per hour

Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.

Essential Functions:

Coordinate daily administrative functions of the Health Center to support efficient patient access, front office operations, and overall clinic workflow.
Provide front desk coverage as needed, including greeting students and visitors, answering phones, responding to inquiries, checking patients in and out, and directing individuals to appropriate resources or services.
Support consistent and accurate patient registration, appointment scheduling, and front desk workflows, including maintaining accurate patient insurance information and required billing documentation.
Maintain administrative components of the electronic health record (EHR) system related to patient access, scheduling, and billing processes.
Coordinate with clinical staff to promote efficient patient flow, communication across clinic services, and supply ordering needs identified through inventory monitoring.
Serve as lead for insurance billing operations, including coordination of claim submission, insurance verification workflows, and billing documentation requirements.
Monitor billing activity and assist in resolving insurance claim issues, denials, discrepancies, and complex patient service concerns related to billing or insurance.
Coordinate with external billing partners, insurance providers, university financial offices, internal departments, and vendors to support clinic operations.
Assist in managing administrative purchasing processes, including preparation and tracking of purchase orders, vendor invoices, and reconciliation of charges to ensure timely and accurate payment.
Collaborate with university finance offices to ensure compliance with purchasing, payment procedures, and institutional policies.
Assist with maintaining compliance with healthcare regulations and institutional policies, including HIPAA requirements.
Support the development, implementation, and continuous improvement of administrative procedures, front office workflows, and operational efficiencies.
Serve as a resource for front desk staff in resolving operational questions and patient access issues.
Assist with operational reporting, data collection, and analysis related to administrative, billing, and clinic processes.
Participate in professional development, training, special projects, and operational initiatives.
Perform other duties as assigned by leadership.

Required Qualifications:

High school graduate or equivalent.
Minimum of four years of relevant work experience.
Demonstrated administrative and organizational skills.
Experience with various computer software applications such as Microsoft Office and/or equivalent.
Data entry experience.
Typing and spelling competency with grammar and proofreading skills.
Possess strong verbal and written communication skills.
Demonstrated experience to successfully provide quality customer service.
Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
Demonstrated experience to successfully coordinate large projects.
Demonstrated experience to successfully handle multiple demands efficiently.
Demonstrated experience to successfully organize and prioritize workload.
Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
Demonstrated experience to successfully work under pressure and meet deadlines.
Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

Five (5) years of relevant experience.
Knowledge of Front office medical systems, principles, and practices.
Experience with underserved vulnerable populations.
Knowledge of medical billing and coding procedures.
Proficiency in medical office management software and electronic health record systems.
Strong understanding of healthcare regulations and compliance requirements.
Familiarity with medical terminology and basic clinical procedures.
Experience with NCQA, AAAHC, and/or JC accreditation process.