Health Services Assistant
Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 0.66
Location: Thousand Oaks
University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.
Basic Function:
Under the general supervision of the Director of Health Services, the Health Services Assistant provides front-line administrative and clerical support for the Health Services Department. The position delivers excellent customer service and patient relations and is primarily responsible for scheduling appointments, patient check-in/out, telephone and email correspondence, assisting students with insurance claims and billing questions, and supporting the department's fiscal processes, including payments to vendors and contractors and purchase orders.
Representative Duties:
- Performs a variety of medical front office duties...
- Performs compliance checks...
- Ensures complete, accurate, and timely verification of insurance benefits...
- Assists students with billing issues...
- Serves as a liaison with the Dean for Student Affairs' office...
- Creates, maintains, and updates office forms, templates, and signs...
- Maintains an updated list of approved medical providers...
- Manages, sends, receives, and confirms completion of consent forms...
- Receives requests for confidential and protected health information...
- Reviews intake forms with students...
- Prepares and protects student and employee medical files...
- Updates a records destruction log...
- Works within an electronic medical record (EMR) system...
- Maintains a billing system for patients and collects payment...
- Processes payments to appropriate parties and contractors...
- Receives and handles emergency medical calls...
- Assists with the development of policies and procedures...
- Responds to complaints, concerns, and requests for information...
- Performs all necessary opening and closing procedures...
- Maintains files and folders related to licenses, requirements, payments, and contracts...
- Maintains and monitors usage of office inventory...
- Schedules maintenance and repair of office structures or equipment...
- Assists the Director with the day-to-day support and training of student workers...
- Operates various office equipment...
- Attends staff meetings and other campus events...
- Assists with preparation of publicity...
- Completes trainings on a regular basis...
- Performs other related duties as assigned.
Knowledge Of:
- Insurance verification, claims submission, and superbill processes.
- Organization, policies and procedures of outpatient medical offices.
- Modern medical office practices, procedures and equipment.
- Record-keeping techniques, regulations and laws including applicable state laws, FERPA, and HIPAA.
- Basic budgeting, purchase order, and accounts payable processes requiring monitoring and control.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Oral and written communication skills.
- Interpersonal skills using tact, patience and courtesy.
- Quality telephone etiquette and direct customer service.
- Electronic medical records (EMR).
- Microsoft Office and Google Drive programs...
Ability To:
- Perform a variety of clerical and administrative support duties.
- Maintain a positive attitude and public relations image...
- Maintain current knowledge of insurance practices and claims procedures.
- Learn, interpret, apply and explain rules, regulations, policies and procedures.
- Collaborate with departments to complete tasks and projects.
- Understand and follow oral and written instructions.
- Utilize basic medical/health terminology.
- Perform arithmetic calculations quickly and accurately.
- Prepare reports by gathering and organizing data from a variety of sources.
- Operate a computer and a variety of office equipment.
- Determine appropriate action within clearly defined guidelines.
- Multitask and prioritize sometimes conflicting demands.
- Meet schedules and timelines.
- Maintain strict confidentially and work with discretion.
- Complete work with many interruptions.
- Maintain complex medical and clerical records.
- Establish and maintain effective working relationships...
- Interact and communicate effectively with a diverse patient population.
- Respond compassionately and with tact to others who may be upset, angry, sad, or confused.
Minimum Qualifications:
Any combination equivalent to: Some college-level coursework or specialized training in a related area and a minimum of one year of experience in providing clerical and administrative support.
Preferred Qualifications:
- Bachelor's degree.
- Experience with clerical or administrative work in a medical office, hospital, or clinic setting.
- Experience with purchase orders, accounts payable, or basic bookkeeping in an office setting.
Licenses and Other Requirements:
Possession of valid CPR certification within six months of employment and remain current thereafter.
Physical Abilities:
Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery...; communicate to exchange information...; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files.
Working Environment:
Medical office environment. Constant interruptions. Contact with dissatisfied or abusive individuals. Exposure to communicable diseases.
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