Medical Administrative Assistant

Apply now Job Number: 492906
Department: Student Health and Counseling
Position Type: Staff Full-time
Categories: Student Health and Counseling

Benefits Eligible: Yes
Pay Classification: Non-Exempt (Bi-Weekly)
Month Worked Per Year: 10 Months
Hours per week: 40 hours/week, August 15 – June 15
Position FTE: 0.80
Pay Grade: Non-Exempt - Grade 9

Position Overview:

Student Health and Counseling (SHAC) is a thriving, integrated medical and counseling clinic that needs an experienced Medical Administrative Assistant to provide reception and administrative duties involved with coordinating patient and provider schedules, electronic health record file management, and office organization. Ideal candidates will have excellent customer service skills and the ability to provide compassionate service to the diverse student body of Carleton who utilize our services. This position is 40 hours/week for 10 months, with an additional 2 weeks off-contract in the month of December.

Essential Job Functions - Responsibilities:

  • Function as the primary person for maintaining ease of flow of clinic patients.
  • Create a welcoming environment for a variety of people, including students suffering from physical illness and/or in emotional distress.
  • Schedule client appointments via telephone and in-person with appropriate medical or counseling provider.
  • Calmly and respectfully respond to incoming calls. Serve as the initial entry point for questions from students and parents regarding health care concerns.
  • Manage staff calendars via an electronic health record.
  • Facilitate and monitor online self-scheduling, self-check-in and completion of electronic student forms.
  • Process student OneCard and student account charges for medications, tests and durable medical equipment. Follow-up on outstanding charges.
  • Manage receipt of incoming medical records, forms and record requests. Scan/fax records and correspondence as needed.
  • Provide administrative support to other SHAC staff as needed.
  • Manage drop-off and pick-up of prescription medications, lab specimens, etc.
  • Record Lending Library check-outs; follow up on outstanding materials.

Additional Responsibilities: 

  • Collaborate with other staff to collect, scan and verify incoming immunization and tuberculosis screening forms for incoming students. Follow-up on non-compliant students.
  • Notify and place holds on accounts when students are not in compliance with Carleton immunization requirements.
  • Assist students as able with insurance questions, referrals to off-campus health care facilities, and transportation. Document assistance in electronic health record as appropriate.
  • Edit, update and stock forms used by staff.
  • Create correspondence, forms, brochures, SHAC newsletter, etc.
  • Manage SHAC reception space.
  • Serve as resource person for part-time and temporary SHAC staff.

Required Qualifications:

  • Excellent communication and interpersonal skills in assisting students, staff, parents, and faculty.
  • Strong organizational, administrative, and time management skills due to management of multiple projects and tasks.
  • Excellent oral and written communication skills.
  • Self-direction to function with minimal supervision.
  • Ability to quickly adapt, solve problems and prioritize tasks in a fast-paced environment.
  • Ability to multi-task various projects while simultaneously managing client traffic.
  • Sensitivity to appropriate management of confidential client information.
  • Skill and experience in working with diverse populations, including individuals with disabilities.
  • Ability to act independently and perform under pressure in response to medical/mental health crisis situations.
  • Openness to staff feedback for executing job functions.
  • Proficiency with Microsoft Office, Google applications, and electronic medical record-keeping.
  • Working knowledge of medical terminology.

Preferred Qualifications:

  • Graduate of an accredited Medical Administrative Assistant program or have comparable experience in a health care setting is preferred but not required.

Special Instructions to Applicants:

NOTE: This job description is not intended to be all inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.

As per the Carleton Upward Mobility Program, priority consideration for internal applications will be given to those who apply by August 29, 2022. Pending the review of those internal applications, external applications will be considered at that time. External applications are welcome at any time.

Salary and Benefits:
This is a non-exempt level position. The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with college contribution, a generous paid time off, as well as access to many other campus amenities.

Carleton College is a AA/EEO employer. We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.

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