Front Office Administrative Coordinator, Counseling And Psychological Services

Position Overview

Primary Function:

As a member of the University Wellness Center (UWC) team, the UWC Front Office Administrative Coordinator acts as a patient care coordinator and is essential for front desk operations as well as delivering exceptional customer service in a busy mental health clinic serving University of the South students. The Front Office Administrative Coordinator serves as the primary contact with Counseling and Psychological Services (CAPS) patients. The Front Office Administrative Coordinator is cross-trained to cover the University Health Services (UHS) front desk as needed and provides general administrative support to physicians, nurse practitioners, mental health clinicians, and nurses on the team.
This position receives general supervision. Broad instructions are provided and the staff member uses judgment and experience to carry out assignments. Completed assignments and finished products are reviewed by supervisor after completion.
Position Appointment Details:

Career Band: NE8

Non-Exempt

This position follows a yearly schedule of 10 months.

Position Description

Typical Duties & Responsibilities:

Utilize UWC’s electronic medical record (EMR) – Point and Click. Use EMR proficiently and provide administrative and professional roles in managing confidential medical information. Schedule and manage appointments for the University Wellness Center (UHS and CAPS)Ensure that HIPAA and Consent to Treatment forms are completed by students upon arrivalEnsure correct required forms are submitted by patients for any information requested or releasedProcess credit card payments in person or via phone callCollect insurance co-payments Verify insurance for incoming UHS patientsManage petty cashAssist staff nurse with keeping student immunization records up to date and completion of Freshman Physical Forms as neededAssist UWC staff in the completion of prior authorizations from insurance companies for medication or treatment for patients as neededCollecting prescriptions from the dispensary for patients who are cleared to pick them up from UHS per cliniciansAccessing patient records remotely from Erlanger and STRHS for clinician’s reviewPreparing medical records for the release of informationAssist uninsured patients with self-pay rates for visits and prescription optionsAssist UHS and CAPS clinicians with intake of patients as well as check out and schedulingAssist with interdepartmental referralsAssist with referrals from the UWC to Student Accessibility ServicesMonitor UHS and CAPS email accountsKeep referral resources up to date for patients, clients, and cliniciansAssist and schedule remote clinical visits for UHS and CAPS clinicians as requested or required.Responsible for brief triage of patients – the ability to appropriately direct students in mental health crises to appropriate services and appointments. Ability to remain calm and focused when triaging walk-in crisis situations.Ability to act independently on calls with students, parents, and university staff. Respect and protect the confidentiality of patients. Ensures that all confidential correspondence is kept secure. Creates and maintains confidential files. Cooperate and collaborate with other employees in the spirit of teamwork and collegiality. Other duties as needed/requested.
Judgment Required:Judgment and discretion as to the use of established policies are required to perform the essential duties of this position.
Machines & Equipment Used:

Electronic Medical Record(EMR)

Fax and copier

Credit card processor

iPad

PC

Telephone

Zoom platform for EMR

Budgetary Responsibility: None
Personal Interaction/Communication:

Student Contact: Daily

Internal: Daily

External: Daily

Attributes of a Successful Candidate

Education:

• High School Graduate or equivalent,
• Some post-secondary education is preferred.

Experience:
Minimum of 3 years experience in a medical office setting.
Job-Related Skills:

• Excellent interpersonal communication skills,
• Medical office training and experience,
• Medical coding knowledge,
• Knowledge of medical insurance processes.

Licenses & Certifications:
Any medical licenses or certifications are advantageous.Supplemental Information

Confidential Information: Yes
Working Environment: Front Office
Physical Requirements:

Must be able to push and/or pull objects,

Must be able to use feet for repetitive tasks,

Must be able to use hands for repetitive tasks,

Must be able to lift between 11-20 pounds (Light work),

Must be able to carry between 11-20 pounds (Light work)

The University of the South, commonly known as Sewanee, comprises a nationally ranked residential College of Arts and Sciences and a School of Theology. The University is strongly committed to the values of intellectual inquiry, diversity, equity, and inclusion, and living and serving in community. Situated on 13,000 acres atop Tennessee’s Cumberland Plateau, Sewanee is known for its stunning natural beauty while providing easy access to Chattanooga, Nashville, and Huntsville. The University is affiliated with the Episcopal Church and seeks to help employees of all backgrounds and identities flourish. If you have questions about a position, the University application process, or if you are a person with a disability and would like to request an accommodation in the application and interview process please contact Human Resources at 931.598.1381 or email us at hr@sewanee.edu.
DEI Institutional Statement:At the University of the South, our commitment to inclusion and belonging is grounded in our core values of community, courage, flourishing, and inquiry. We seek to build a community enriched by our diversity and centered on equity, justice, mutual respect, and shared responsibility.
Equal Employment Opportunity:The University of the South is an equal-opportunity educational institution that is committed to creating and maintaining a diverse and inclusive campus environment.