Close/First Review Date: 01/29/2023

Campus Location: San Jose City College

Position Description:
POSITION SUMMARY

The Health Services Office Assistant reports to the Division Dean of Counseling, Guidance and Matriculation at San Jose City College. The work schedule is 10.5 months per year; 40 hours per week; Monday - Friday; 8:00 a.m. - 5:00 p.m.

This position is represented by CSEA (California School Employees Association), Chapter 363.

POSITION PURPOSE

Under the supervision of the Vice President of Student Affairs and in collaboration with the Director of Health Services, performs numerous complex clerical duties required to maintain and support Student Health Services. The Health Services Office Assistant provides support to the students, other staff, and the healthcare providers in Student Health Services. This position requires knowledge of basic medical terminology, healthcare privacy laws, medical records standards, and other work required for a front office position in a medical clinic.

DISTINGUISHING CHARACTERISTICS

Performs a variety of complex clerical duties to support a medical clinic office. Provides support to health care providers, administering an office that receives and screens callers, triages patient calls, and schedules appointments, with the appropriate provider

DUTIES AND RESPONSIBILITIES

1. Greets and processes all students and staff with or without an appointment, while having the responsibility of answering the phone, assisting patients who have completed their appointments with the provider, and helping the providers with questions as needed. This requires the ability to triage the most urgent need and the ability to multitask. 2. Schedules clinic appointments within the established hours of service and times contacts patients to remind them of their appointment. This requires a working knowledge of the amount of time required for each type of appointment and the appropriate provider. Compiles, organizes and prepares medical files to correspond with appointment schedules. 3. Responsible for having the patient fill out all the necessary forms, completely and accurately, for their visit and compiling the medical records prior to their appointment. Be familiar with HIPPA Privacy Rights and Family Pact requirements plus the appropriate forms for each one. 4. Retrieves and prepares patient medical records when a copy is requested by a patient, an outside provider or agency. Responsible for making sure the appropriate forms are signed before any information is released. This must be in compliance with HIPPA regulations. 5. Monitors budget accounts, sets up Open Purchase Orders, orders office and medical supplies, completes requisitions and pays miscellaneous bills, monitors the accounts receivable, balances, and submits deposits to Campus Business Services, notifies patients of outstanding bills and places holds on their account as warranted. Work with the District office accounting and purchasing departments and Campus Business Services. 6. Reviews all hourly time sheets of providers and submits them on the required date each month, submits monthly absence reports, and at the beginning of the semester submits electronic Board Election forms on all hourly employees. Responsible for completion of all District forms that must be submitted for any new employee. 7. Responsible to train and supervise all student workers that assist in Health Services. Involved in the interviewing and hiring process. 8. Reviews the billing forms and sends them weekly to our billing company. Forwards all denials to the billing company for follow-up and corrections to ensure timely reimbursement. 9. Takes notes at staff meetings and prepare the minutes for the next meeting. 10. Assists the Director with MAA (Medical Administrative Activities) which includes contact with MAA participants on campus, Medical Billing Technology, our billing company, and Santa Cruz County Office of Education. 11. Works with the psychological interns and their supervisor in scheduling patients for Psychological Services. 12. Required to interact with multiple community agencies and medical offices. 13. Assists the Director with projects as needed which requires a working knowledge of Microsoft Word, EXCEL, PowerPoint, and Outlook. 14. Administers minor first aid and CPR as needed. Including completion of Medical Incident Report. 15. Assists providers with campus and clinic emergencies as needed. 16. Maintains master calendar for Health Services. 17. Works in conjunction with the Director to plan and implement new services, programs, and special events. 18. Coordinates and submits conference requests for all staff members . 19. Obtains copies of all mandatory provider and site licenses/certificates and verifies documents are always current. 20. Performs other duties as assigned that support the overall objective of the position.
KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

1. Basic knowledge of medical front office procedures: charts, appointment scheduling, confidentiality issues, and medical billing. 2. Use of general office equipment; fax and copy machines, computer, and scanner. 3. Advanced computer skills in Microsoft office and the ability to learn an Electronic Medical Records program where applicable. 4. Requires basic knowledge of the laws, rules, and regulations governing health care records, as well as, applicable federal and state laws (FERPA) for working with students. 5. Well-developed human relation skills to work effectively and cooperatively with professional staff and students. 6. Requires language usage, spelling, grammar, and punctuation to be able to write reports and complete other documents. 7. Sufficient math skills to perform simple bookkeeping.
Skills and Ability to:

1. Carry out assigned duties with limited direction, as well as ability to prioritize work. 2. Communicate clearly and effectively with patients, clinical staff, campus community, and outside agencies. 3. Communicate clearly and effectively with patients, clinical staff, campus community, and outside agencies. 4. Recognize and respond to medical emergencies. 5. Handle sensitive issues with diplomacy and tact. 6. Understand the importance of confidentiality in a medical setting.

Required Qualifications:
EDUCATION AND EXPERIENCE

1. A high school diploma and higher education in medical office management. 2. Three years of successful clerical/secretarial experience in a public health, school, or hospital clinic setting. Additional experience may substitute for higher education.

Licenses and Requirements:

1. Requires a valid drivers license.

2. Requires ability to obtain a First Aid and CPR card.

Desired Qualifications:
1. Bilingual abilities, desirable.

Districts Diversity Requirements

• Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienceddiscrimination.
  
• Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the Districts hiring policy; or demonstrated equivalent transferable skills to do so.
  
  Salary Range:
  $29.83- $36.38 Hourly Salary (Range 80: Classified Salary Schedule Fiscal Year 2022-2023). Starting placement is generally at Step 1.
  
  Benefits:
  Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, 12 sick leave days and 19 paid holidays.
  
  To be considered for this position please visit our web site and apply on line at the following link: https://sjeccd.peopleadmin.com/
  
  About San Jose/Evergreen Community College District
  The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
  
  As of fall 2017, with enrollment of approximately 18,500 per semester, and an extremely diverse student population (Hispanic/Latino 44%, Black/African-American 4%, Asian/Pacific Islander 32%, American Indian/Native American 0.5%, White/Caucasian 11%) attaining educational goals reflecting 45% - AA Degree and Transfer to a 4-Year College/ University, the Districts emphasis on student success makes it a recognized educational leader in the State.
  
  The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse group of managers, supervisors and confidential staff consisting of 29 % Hispanic/Latino, 13% Asian/Pacific Islander, 7% Black/African American, 23% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
  
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