Serve as the first point of contact for clients on the phone and in person. Schedule appointments and organize patient flow. Maintain client records and files, enter and review health certification data, and process student insurance cards. Assist with athlete pre-participation screenings, assist in the medication room, and perform clinical support tasks. Develop and maintain individual and operational schedules utilizing the electronic scheduling system and work collaboratively with all Center staff in support of direct client services.
This position reports to the Center for Counseling Health and Wellness Operations Manager and will receive guidance and direction from the Director, Physician and Medical Director and other professional staff as appropriate. This position has no direct supervisory responsibilities.
Duties may include, but are not limited to the following. Other duties may be assigned.
Establish a welcoming environment and serve as the first point of contact for greeting, screening and directing clients calling or visiting the Center for Counseling, Health and Wellness with the primarily assignment being in the Hammond Health Center. Answer multiple line telephones, arrange for and schedule appointments, and assist callers and visitors in assessing level of urgency; demonstrate professionalism in utilizing strong customer service and listening skills, maintain confidentiality and make proper referrals.
Organize client/patient flow, assist with athlete pre-participation screenings, perform support functions for all clinic operations, and assist in the medication room while exercising discretion, diplomacy and tact in patient/parent/staff interactions.
Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
Maintain student records according to ethical guidelines, state law, and departmental policy; bring to the attention of supervisor changes, errors or omissions in reports or records. Create and maintain database(s) for maintaining patient/client information, administer service delivery and evaluation system, enter data, and run preliminary center statistics. Enter chart notes essential for patient/client care to include intake, discharge, and phone conversations. Perform collection of patient/client satisfaction data.
Enter and review health certification data and process student insurance cards.
Provide administrative support within the Center for Counseling, Health and Wellness to include preparing and editing complex correspondence, documents, promotional materials, meeting minutes, mailings, and presentations utilizing various word processing and database software applications. Maintain up-to-date manuals, and directives. Process forms and set up and maintain office and medical and counseling records and files.
Respond to requests for information, retrieve files and documents, schedule appointments for medical and counseling staff within the Center, process mail, order supplies, send and receive faxes, set up meetings and events, prepare agendas, reserve rooms and coordinate logistics, make travel arrangements, and prepare itineraries.
Process work orders and maintenance requests, coordinate cleaning needs, and serve as liaison with both on campus and off-campus individuals and agencies.
Participate in student orientation sessions, staff information tables and provide information and presentations.
Create and maintain, all schedules within the Center to include schedules for clinicians, registered nurses, counselors, x-ray, psychiatrist, conference room and administrative and on-call schedules. Create semester schedule templates, maintain schedule as changes occur and oversee and troubleshoot problems and concerns through the electronic scheduling systems.
Participate in preparing bills for medical services rendered to include entering and verifying charges, updating student accounts, printing and mailing of bills, maintaining credit card and ID express charges and other billing records. Reconcile Wegmans bill for medications, student charges, and other monthly statements. Perform reconciliation of daily receipts, prepare deposits of cash, check and credit card payments.
Provide assistance and assume the duties and responsibilities of other administrative assistants within the Center for Counseling, Health and Wellness during high volume periods, during absences and as directed.
Associate’s degree and a minimum of 3 years previous office experience or the equivalent combination of education and experience; excellent organizational, written, and verbal communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment; ability to handle confidential material and answer inquiries concerning medical care and billing with a diversity of patients and clientele, ability to work independently and as a team player in a complex health care environment, demonstrated ability to multi-task and to remain calm and professional in a hectic work environment, solid working knowledge of various word processing, spreadsheet and database software applications are required. Experience in utilizing electronic medical records to include medical scheduling and medical billing, familiarity with medical terminology and coding, as well as with third party billing and insurance interactions, previous work experience in a medical/counseling environment, and prior college or university work experience preferred.
Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to operate a personal computer and associated equipment such as computer printers and other office equipment used in the day-to-day office operations. The incumbent may be required to deliver or pick up various correspondences or materials from other on campus locations and must be able to walk, drive, or make alternative transportation arrangements.
Interested applicants must apply online and attach a resume, cover letter and list of three professional references. Questions about online application should be directed to the Office of Human Resources at (607) 274-8000. Screening of applications will begin immediately.
Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.
Visa sponsorship is not provided for this position.
Internal Number: 116
To provide a foundation for a lifetime of learning, Ithaca College is dedicated to fostering intellectual growth, aesthetic appreciation, and character development in our students. The Ithaca College community thrives on the principles that knowledge is acquired through discipline, competence is established when knowledge is tempered by experience, and character is developed when competence is exercised for the benefit of others. A comprehensive college that since its founding has recognized the value of combining theory and performance, Ithaca provides a rigorous education blending liberal arts and professional programs of study. Our teaching and scholarship are motivated by the need to be informed by, and to contribute to, the world's scientific and humanistic enterprises. Learning at Ithaca extends beyond the classroom to encompass a broad range of residential, professional, and extracurricular opportunities. Our undergraduate and graduate students, faculty, staff, and alumni all contribute to the learning process. Ithaca College is committed to attracting a diverse body of students, faculty, and staff. All members of the College community are encouraged to achieve excellence in... their chosen fields and to share the responsibilities of citizenship and service in the global community.