"Office Assistant 2- Student Health Center- NY HELPS"

Summary

The Office Assistant 2 will provide support for students seeking care in Hazen Center for Integrated Care Counseling and Health clinics. This person will have a strong understanding of the functioning of a busy medical office and independently manage the daily office needs.

Job Functions

• Provides excellent customer service in a polite, professional manner to students, parents, campus community members and constituents
• Assists with Health and Counseling Center phones in a professional manner and route calls to appropriate office or staff member by identifying nature and urgency of caller's request/reason for call
• Responsible for managing the phone system which includes but is not limited to: monitoring the daily phone queue for timely answering of calls, obtaining assistance as needed when call volumes are high, coordinating phone schedule with Telecom and Fonemed (after hours call vendor), address phone system issues with Telecom as needed, monitor/update, outgoing voicemail messages as needed
• Oversees schedules throughout the day to address any changes needed to optimize student appointments, including same day and urgent requests using the electronic scheduling system for both the Health and Counseling Centers
• Provides direction and troubleshooting for technology issues such as internet and/or power outages and need to transition to a paper system to meet student needs including self-check-in area and coordinate building needs with IT
• Ensures insurance information and demographic information are correct in the practice management system before the student's visit with a broad view of how the insurance process accuracy effects lab billing for outside vendor
• Reviews incoming immunization records and notify students of missing immunizations to meet requirements
• Provides accurate data entry of immunization history into the electronic medical record and NYSIS
• Maintains confidentiality and privacy for the student while using the EHR, in the general workspace, and on the telephone
• Has an excellent understanding of HIPAA guidelines, FERPA guidelines as well as established Hazen and University privacy and confidentiality policies
• Retrieves (old) paper charts and immunization histories as needed
• Manages all aspects of records request process both incoming and outgoing by assisting with preparing records to send and working with supervisor on what records to send
• Monitors timely receipt of records requested by Hazen and completion of records requested from outside providers per HIPPA and Hazen policies via records management task log
• Assists students with completing a release of records as needed per Hazen policy
• Responsible for processing biweekly Medicat charge report and enter charges in Banner to post to student bill
• Trained in Banner use to export student charges and access student information as needed
• Assists with faxing, copying, scanning, emailing as needed
• Proficient in use of office computer software including Microsoft Teams, Excel and Word
• Maintains office inventory and equipment and coordinates ordering of supplies

Requirements

Minimum Qualifications:

Non-Competitive Minimum Qualifications (NY HELPS): One year of clerical experience.

Competitive Minimum Qualifications (Non-NY HELPS): Candidates must have permanent appointment in an Office Assistant 2 NY State classified position or be reachable for appointment on the current NY State Civil Service eligible list for Office Assistant 2 Full-Time, Brockport location.

Preferred Qualifications:

• Medical Office management experience
• Strong HIPAA compliance knowledge
• Experience with Electronic Medical Records
• Experience with Medical Insurance processing

Additional Information

Work Schedule: 37.5 hours/week: Monday - Friday 8:00am - 4:00pm

Benefits: Benefits eligible. Find out more about benefits at https://www.brockport.edu/support/human_resources/careers.html