Job Details

Administrative Associate/Medical Assistant

Position Number: 6321630
Location: Santa Clara, CA
Position Type: Health and Medical Services

Administrative Associate/Medical Assistant

Position Title:
Administrative Associate/Medical Assistant

Position Type:
Regular

Hiring Range:

$28.03 - $30.82 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:
Hourly
POSITION PURPOSE: The Administrative Associate/Medical Assistant is a member of the Student Health, Counseling and Well-Being team and largely supports Student Medical Services (SMS) and Counseling and Psychological Services (CAPS). Together this team practices in the unique environment of college health and directly contributes to student success by delivering integrated physical and mental health care to SCU students. The administrative team of three staff provides the highest quality of administrative work while supporting the vision of the University to make student learning a central goal of the Center.

This position is a ten-month full-time position from August 16 to June 15.

In addition to general administrative duties, this position provides back up coverage as a Medical Assistant, as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Front Office Management/General Office Duties

Coordinate the Center's Electronic Medical Records (EMR) System, Point and Click (PnC),
Monitor clinic schedule via the EMR in order to ensure clinic flow and prepare the schedule for the following day.
Administer a daily high-volume of complex scheduling functions for SMS and CAPS practitioners.
Greet students, staff, faculty and visitors and assist students with EMR check in procedures.
Answer phones and record phone messages for staff including name and phone numbers.
Respond to requests for information and make referrals as appropriate.
Conduct first-line assessments of emergent, urgent situations.
Review protocols and referral resources to ensure materials are current and accessible.
Provide referral support as requested by Student Medical Services.
Assist with immunization policy implementation and document review.
Take an active role in helping professional staff to enact the Policies and Procedures of Student Health, Counseling and Well-Being.
Assist leadership, managers and medical providers with administrative projects while working with limited direction and supervision.
Maintain all office forms.
Open and close the office at the beginning and end of every day.
Assist with the administering of and collecting of Release of Confidential Records.
Help plan and organize all staff events, i.e., meetings, retreats, events.
Record and distribute minutes from departmental staff meetings.
Sort and distribute mail.
Reserve Student Health, Counseling and Well-Being conference room for staff and departmental guests.
Review files for current Medical Histories and local addresses.
Coordinate prescription deliveries from Savco Pharmacy.
Maintain a "Front Office Procedures" Manual.
Create work orders for Student Health, Counseling and Well-Being facility needs.
Maintain confidentiality of all patient and center information at all times.

Direct Patient Care while backfilling as a Medical Assistant (Clinical Area):

The medical assistant portions of this role functions under the supervision of the SMS Clinic Manager and the medical oversight of the SMS Campus Physician, Nurse Practitioner/Physician Assistant and Registered Nurse.
Provide additional coverage when the RN is triaging to support provider and back office
Prepare and/or position the patient for examination by the provider.
Obtain and document in the electronic medical record (EMR) the reason for visit, vital signs, allergies, medications and related patient information to assist in diagnosis and treatment, per clinic policy and procedure.
Instruct patients on preparation for tests, medications and procedures. Provide patients with printed information as appropriate.
Communicate pertinent clinic information to all team members.
Ensure patient diagnostics, referrals and other pertinent information is available prior to scheduled appointment.
Assist with exams, tests, procedures, chaperoning as requested.
Ensure equipment and correct instruments are available prior to procedures, maintaining sterile technique as required.
Label specimens and requisitions according to laboratory specifications.
Perform point of care testing including but not limited to strep, mono, glucose, urinalysis and hemoglobin testing.
Perform procedures as requested including EKGs, ear lavage, inhalation treatments, wound dressings, medical equipment instruction and application.
Administer, dispense and document medications and vaccinations per clinic policy and procedure.
Process laboratory specimens as ordered according to Reference Laboratory specifications, including venipunctures.
Record patient data for special procedures in the EMR.
Ability to prioritize a high volume of patient activity, including clinic visits, appointment scheduling, incoming telephone calls, walk-in patient requests, and pharmacy requests.
Inform patients of delays, procedures and other related information related to their appointment.
Coordinate services with outside facilities or medical referrals.
Assist with requests for medical records.
Manage messages securely through the EMR.
Inform, clarify and explain patients of center charges as needed and/or as requested.

Budgetary Duties

Order office supplies
Charge for fees for service, including student billing and ledger billing
Track all receipts and reconcile EMT expenditures
Manage insurance billing process
Input and pay all office invoices in Workday
Process Workday Requisitions/SIR/Invoices for payment
Manage and balance petty cash
Manage and balance check deposits
Assist director with reconciling the budget: i.e., review invoices, monitor quest labs invoices, etc.

Departmental Development

Actively and collaboratively support the mission, goals, and initiatives of the Student Health, Counseling and Well-Being.
Observe all Student Health, Counseling and Well-Being policies and procedures.
Utilize effective communication techniques with patients, practitioners and staff to promote quality patient care.
Keep abreast of changes in the Student Health, Counseling and Well-Being and how they may affect the departments within the Student Health, Counseling and Well-Being.
Conduct all work activities with respect for rights and wishes of clients, families, and co-workers.
Schedule and monitor Flu Vaccine Clinics
Manage PC replacement program for all Cowell computers
Assists Director with securing and managing existing annual contractual agreements with appropriate personnel.
Attend scheduled staff meetings.
Serve on departmental or campus committees as appropriate.
Maintain cooperative interactions with other support and clinical staff.
Display a positive attitude within the Student Health, Counseling and Well-Being and across departmental lines to contribute to staff morale and overall customer satisfaction.
Participate in departmental performance improvement activities.
Develop and foster relationships and trust with employees and the SCU Community.
Work individually and as a team in a collegial, respectful, and professional manner.
Demonstrate collaborative practice with team members utilizing conflict resolution and chain of command as necessary.

In consultation with the administrative team, one staff member will take lead to provide administrative support to the Associate Vice Provost for Student Health, Counseling, and Well-Being (AVP):

Manage communication as it is received (i.e. respond to inquiries, route messages and requests to appropriate individuals, etc.)
Effectively manage the calendar for the AVP including scheduling appointments, meetings, and events, ensuring Zoom links and attached documents are accurate
Plan and coordinate events and meetings to include scheduling venues, tech support, food and beverage, and other logistics.
Conduct research, assemble and analyze information to draft communication, reports, and presentations, ensuring attention to detail.
Prepare routine financial transactions and reports according to University policies and procedures and reconcile budget (i.e., review and monitor invoices)
Assist AVP with securing and managing new and existing annual contractual agreements with appropriate personnel.
Handle confidential and sensitive information.
Perform other responsibilities and special projects as needed or assigned to support the AVP.

OTHER DUTIES AND RESPONSIBILITIES:

Collaborate and appropriately consult with leadership and managers Provide advice, consultation, and support in the development, implementation and evaluation of department wide policy.
Engage in university outreach as deemed appropriate.
Remain knowledgeable of best practices in the office management of University Counseling Centers and Student Medical Services.
Perform other work-related assignments as assigned and/or required.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Commitment to understand and support Santa Clara University's distinctive Jesuit tradition and educational vision and willingness to model institutional values of service to others, community, and diversity.
Commitment to understand, support, and model the values of a Jesuit, Catholic university as they relate to Student Medical Services and Counseling and Psychological Services.
Santa Clara University is committed to Inclusive Excellence, therefore, it is vital all candidates seeking employment be committed to and demonstrate skills, knowledge and awareness to serve the unique needs of our diverse campus community.

EDUCATION AND/OR EXPERIENCE:

Certified by a medical assistant certifying organization.
Current CPR/AED certification.
Bachelor's degree, preferred.
Ability to work well both individually and as a part of a team in a collegial, respectful, and professional manner.
Ability to establish professional relationships; interact effectively with diverse constituencies; and maintain confidentiality when required.
Prior college or university student health services and/or counseling services experience, preferred.
Prior experience addressing the needs of a diverse student population, preferred.
Minimum experience of 2 - 4 years, preferred.

KNOWLEDGE:

Demonstrated ability to use technology in improving the delivery and evaluation of programs and services.
Demonstrated knowledge in addressing the needs of a diverse student population.

SKILLS:

Demonstrated presentation skills and ability to communicate effectively in both written and verbal form with a variety of people including students, faculty, staff, alumni, and parents.
Demonstrated skills in office management and establishing a friendly front office environment.

ABILITIES:

Ability to establish professional relationships; interact effectively with diverse constituencies; and maintain confidentiality when required.
Ability to work well both individually and as part of a team in a collegial, respectful, and professional manner.
Ability to work independently with a wide variety of student medical needs.

PHYSICAL DEMANDS:

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time will be spent in a reception area at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

WORK ENVIRONMENT:

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical Student Health Services and Counseling Services office environment.
Mostly an indoor office environment with windows.
Offices with equipment noise.

EEO Statement

Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Administrative-Associate-Medical-Assistant_R6271