Position Summary: The Administrative Associate position manages the day-to-day front desk operations of our busy Health Center. This position provides warm and courteous first impressions and serves as the primary point of contact with Health Services at Parton and triages crises. Individual must have excellent communication skills and the ability to manage multiple competing priorities. Must have experience handling and managing confidential information. Additionally, the administrative associate must have demonstrated ability to successfully use the entire suite of Microsoft Office applications and be able to learn and master the use of other applications including: EHR PyraMED, Banner, Hyperion, etc.
Essential Functions: This posting is currently accepting internal applicants only. Internal applicants are active Middlebury College employees and their spouse or partner. Offer is contingent upon successful completion of a criminal background check.
This is a full-time, ongoing position. This position manages a very busy front desk operation and offers a high-level of support to PCHW staff. This position: Greets students and others, makes appointments for care, provides support for student self check in, distributes delivered prescriptions and provides general health service guidance. Answers the phone: Triages for emergent situations and refers to clinical staff; responds to student, staff, or parent questions, referring as needed. Manages answering machine/ messages. Receives, scans and distributes medical reports in a timely and highly accurate manner (i.e.: lab, hospital, radiology reports, etc.) Maintains and coordinates Pyramed and Outlook staff schedules Maintains log of student prescriptions when delivered by local pharmacies. Notifies students of deliveries. Receives all daily prescription deliveries. Assist students with college insurance questions. Correspond with insurance company if necessary. Works cooperatively with others and accepts direction from supervisors.
General Responsibilities: Front Desk Operations First point of contact for all patients, suppliers and visitors to the Health Center Schedules appointment for care with RN and MD/NP Provide information about resources and services Provides guidance to students for self check-in Collect intake and other compliance forms Communicate information to treating clinicians as needed Collect health insurance information from patients Process cash and credit card payments for some supplies, vaccines Schedules follow-up appointments Notifies students daily of prescription deliveries. Answer phone, directing calls as needed to appropriate staff member Triage for emergent situations and refer to clinical staff Respond to student, staff, or parent questions; refer as needed Facilitate referrals for radiology, lab testing, specialists consultations Manage clinical staff schedules as directed Maintain orderly waiting area Local Operations Check faxes, voicemail, email (where appropriate), and mail; distribute to appropriate staff Scan documents into electronic health record, indexing them to patient file in a timely fashion for access by health care provider Distribute mail Order office and non-medical health center supplies Maintain supply of forms and documents Compile staff meeting agendas and minutes Type correspondence, handouts Print requested material Train, orient new staff Manage accurate and up to date folders of department information, resources
Office and Clerical Manage student insurance: cards, forms, preauthorization, questions, and liaison to other providers and insurance companies Contact students as needed by telephone or email Assist in management of student portal providing technical support to student users Extract data/reports from EHR and other sources Schedule rooms for staff meetings and trainings Post office hours door signs and emails Submit work orders to facilities Deposits cash and credit card payments at Cashiers office daily. Maintains monthly log of cash and credit card transactions. Conducts and uploads credit card machine monthly inspection sheets. Coordinates security awareness training on payment card industry data security standards for all HC users of credit card machine.
Other Responsibilities Maintain a positive and collaborative attitude and be open to learning. Any other administrative responsibilities that PCHW director might assign.
Qualifications Education: High School Diploma or equivalent. Associates degree preferred. Familiarity of Medical terminology required.
Knowledge, Skills and Abilities: Must maintain and update knowledge of communication skills, technology, multicultural and social justice informed office practices, ethical and professional skills. Excellent skills and competency with Microsoft Office suite and other technology.
Experience: At least 3 years successful experience in a fast paced office environment. Experience using the suite of Microsoft Office suite. Experience in a medical office setting preferred.
Physical Demands: Appropriate for office work and college campus office and activities. Walking, standing, sitting, lifting of boxes less than 50lbs.
From its proud history spanning more than two centuries, Middlebury College has emerged as one of a handful of the most highly regarded liberal arts colleges. Middlebury is unique among these schools in being a classic liberal arts college that also offers graduate and specialized programs operating around the world.