Staff Assistant II

2 weeks ago

Cambridge, United States Harvard University Full time

Basic Qualifications

* One to two years of previous secretarial/administrative assistant experience.
* Education beyond high school.

Additional Information

* Harvard University requires a pre-employment reference and background screening.
* Harvard University is unable to provide work authorization and/or visa sponsorship.
* This position has a 90-day orientation and review period.

Position Description

PROFESSIONAL/TEAM WORKPLACE ACCOUNTABILITY:

* Maintains patient confidentiality.
* Demonstrates respect in all interpersonal interactions.
* Works collaboratively with all members of the health care team.
* Performs all personal business away from patients and all work areas.
* Identifies own learning needs and requests assistance from others when needed.
* Adheres to regulatory guidelines (e.g., DPH, OSHA).
* Adheres to departmental and unit specific policies, procedures, guidelines and protocols.
* Participates in orientation of new staff members.
* Attends staff meetings and educational offerings required by the department.
* Provides coverage to other areas as necessary.
* Performs related duties as required.
* Plans for time off in advance and according to clinic policy.
* Provides proper notification for absences or tardiness.
* Is punctual and prepared for duties at start of shift.
* Is reliable and dependable in coming to work.
* Is flexible and responsive to the needs of the clinic and department in regard to work schedule.
* Demonstrates caring and willingness to help in all interactions.
* Cooperates and complies with goals/projects of clinic and department.
* Utilizes time productively.
* Maintains professional conduct and appearance.

AGE SPECIFIC COMPETENCIES:

Provides care to the adolescent through utilization of the following:

* Supplements explanations with reasons for "why?"
* Encourages questions regarding fears.
* Allows adolescent to maintain control.
* Realizes there may be resistance.
* Provides privacy.

Provides care to the adult patient through utilization of the following:

* Recognizes anxiety regarding potential chances in lifestyle resulting from illness.
* Provides education based on learning needs.
* Provides care to the geriatric patient through utilization of the following:
* Speaks distinctly due to loss of ability to discriminate sounds.
* Slows pace of explanation due to slowed cognitive functioning.
* Maintains a safe environment based upon physical and psychological function.

COMPLIANCE:

* Adheres to the expectations and professional responsibilities of the department.
* Employs the standards, practices, and procedures of the department.
* Completes and complies with HUHS training requirements including HIPAA Privacy and Security.
* Reports non-compliance incidents to the supervisor, manager, and/or Compliance Officer.

Job Summary

As a member of the clinical team, the Health Assistant I provides assistance in delivering high quality health care and exceptional customer service in a busy ambulatory care clinic serving the Harvard community. Serves as the primary contact with patients and provides general administrative support to physicians, nurse practitioners, and nurses on the team. Duties include greeting and assisting patients at the clinic's front desk, answering the clinic's telephones and routing messages to providers, scheduling and confirming clinical appointments, tracking immunization history, coordinating referrals, processing incoming and outgoing clinical correspondence, maintaining files, processing and tracking outside referrals, and managing patient flow. Performs other related duties as needed.

DUTIES AND RESPONSIBILITIES:

* As a member of the clinical care team, assures the safe and satisfactory care of patients.
* Opens and closes the clinic according to written protocol.
* Collects and records all payments including insurance co-payments, inoculations, fee for service, and medical equipment.
* Successfully runs cash reconciliation reports and completes end of day/shift reconciliation as needed.
* Schedules patient appointments utilizing all functions of the appointment system.
* Completes all the necessary information in scheduling patient appointments.
* Knowledgeably articulates insurance limitations to patients.
* Handles all emergency phone calls appropriately, efficiently, and according to emergency protocol.
* Schedules outside tests for patients and obtains prior authorization as needed.
* Assists providers in obtaining prior authorizations for prescriptions.
* Responds appropriately to patient requests for medical record information.
* Performs data entry.
* Performs transcription and other general office responsibilities including typing and sending out letters.
* Assists patients by providing directions, escorting, transporting, and ensuring their comfort and safety.
* Sets priorities in organizing activities for the day.
* Demonstrates flexibility when unexpected changes in assignment occur.
* Identifies own learning needs and requests assistance from others when needed.
* Documents care provided to patients using appropriate forms.
* Communicates to other staff members/group leader and/or clinician prior to leaving unit for break or lunch periods and prior to leaving for the day in order to ensure appropriate unit coverage.
* Demonstrates the ability to identify and respond to potential life threatening situations during telephone encounters.
* Demonstrates universal precautions in all care delivery.
* Carries out proper procedure for reporting faulty equipment.
* Prepares medical records ensuring that confidentiality is maintained.

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