Student Health Services

Administrative Program Assistant - Medical Referrals

Student Health Services

Posting #P01575CT

Position summary

This recruitment will be used to fill one full-time Admin Prog Asst-Med Referrals position for Student Health Services at Oregon State University (OSU).

Medical Referrals Specialist (MRS) at Student Health Services Medical Records and Referrals Office applies current medical record standards and legal decisions to patient records and ensures compliance with rules, policies, laws and regulations governing the release of medical records and information.

The MRS is responsible for arranging patient medical referrals and imaging appointments, scheduling outside referrals and managing pre-authorizations. The MRS is responsible for ensuring appropriate, timely, and accurate follow up to patient referrals.

Additionally, the MRS is cross-trained to assist with medical records releases which includes responding to court or attorney subpoenas, insurance company requests, patient requests, medical providers and/or facilities and other educational institutions.

Position duties

• 70% MEDICAL REFERRALS SPECIALIST DUTIES
• Explains referral process to students.
• Contacts insurance company to determine benefits, acquire authorization, and ensure physician is in network.
• Sends records and referrals to outside specialists.
• Schedules appointments when possible
• Follows up with doctors’ offices to ensure referral was received and patient has been scheduled.
• Contacts patient if there is a breakdown in communication to determine if they are still interested in pursuing the referral.
• Advocates for the patient if there is a delay in care or if the patient needs to be seen urgently.
• Requests chart notes from the visits, assigns them to referring clinician, and confirms the referral has been closed.
• Periodically reviews referral flow for strengths and weaknesses and corrects as necessary.
• 15% BENEFITS VERIFICATION/PRIOR AUTHORIZATION
• Explains insurance terms to student including deductible, copay, coinsurance, out of pocket max, in and out of network status and coverage.
• Checks eligibility status.
• Obtains directories for local mental health providers.
• Contacts hospital to obtain contracted prices for procedures.
• Schedules all diagnostic imaging procedures.
• Helps students without insurance complete financial aid paperwork.
• Seeks prior approval for diagnostic imaging, prescriptions, some referrals and some labs.
• 10% MEDICAL RECORDS SUPPORT
• Establish and maintain procedures and other controls necessary to ensure appropriate management of the medical records.
• Function as a liaison between patient and outside medical records offices, referral and imaging resources, and insurance companies.
• Explain release of information to students, parents, and the community.
• Ensure that all medical release forms comply with state and federal laws, return incomplete or incorrect forms along with corrective action.
• Respond to requests for information in a patient medical record from attorneys, insurance companies, patients, other educational institutions, and medical facilities and/or providers.
• Review SHS release of information for accuracy and compliance with state and federal regulations.
• Scans all CADC documentation and sends chart notes at the request of the CADC.
• Regularly sends psychiatric chart notes to CAPS for mutual patients/clients.
• Understands policies and procedures regarding medical records release and coordinates with SHS staff members and OSU Office of General Counsel to ensure compliance with state and federal guidelines.
• 5% OTHER DUTIES AS ASSIGNED

Minimum qualifications

Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.

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Assistant Manager - Medical Reception

Student Health Services

Posting #P02184UF

Position summary

Student Health Services is seeking an Assistant Manager of Medical Reception. This is a full-time (1.0 FTE), 12-month, fixed term professional faculty position. Reappointment is at the discretion of the Executive Director.

The Student Health Services (SHS) mission is to provide leadership for the health of the University community. This position contributes to the mission of SHS through teamwork and collaboration, participates in organizational committees, provides University outreach, and strives to contribute to the academic success of OSU students.

The Medical Reception Assistant Manager provides overall supervision of the medical records and reception department and provides expertise in administering and maintaining electronic health records. The Medical Reception Assistant Manager contributes to the mission of SHS through teamwork and collaboration and strives to contribute to the academic success of OSU students.

Position duties

• 25% CLINIC SCHEDULING
• Originate and oversee the maintenance of the master schedule for all clinical areas. Implement master schedule into the electronic medical record/practice management system.
• Oversee requests for schedule change in all clinical areas and provide information to Medical Director and Associate Director about clinic need when appropriate.
• Makes adjustments of scheduling and staffing levels as needed.
• Inform and notify appropriate staff of changes concerning the clinic schedule and clinic activities.
• Ensures adequate staffing by calling in back up personnel or having staff cover in other locations on a temporary basis.
• Keep area coordinators informed of staffing concerns.
• Review with Medical Reception team all statistical data found in reports and focused studies and plan improvements in the areas of patient flow, clinic hours, and staffing levels.
• Make recommendations to Leadership Team about major changes in clinic hours and staffing.
• 25% SUPERVISION
• Supervise Medical Reception employees. Hire/fire staff within medical record/reception areas.
• Plan, assign and review work: evaluate and correct operations of the department.
• Identify need for behavioral changes and/or work changes and steps for improvement.
• Disciplines/reward, prepare and sign performance appraisals.
• Coordinate staff development activities; assess training needs of staff and student employees, arrange for/or provide appropriate training.
• Coordinate regular department meetings by creating the agenda and facilitating meetings.
• Provide orientation for new employees.
• 20% DEPARTMENT MANAGEMENT
• Ensure the Medical Reception department’s compliance with state and federal requirements.
• Create and regularly update policies and procedures.
• Attend and contribute to SHS staff meetings and participate in SHS committees.
• Respond to concerns from students regarding Medical Reception when these concerns cannot be resolved by Medical Reception staff.
• Other duties as assigned.
• 15% RECEPTION WORK
• Works at front & back stations as needed to make appointments, check in patients, answer phones and resolve patient concerns, as a member of the Medical Reception team and to keep current in the medical and reception process.
• 15% ELECTRONIC MEDICAL RECORD ADMINISTRATION 
• Input and manage clinic schedule within EMR, manage access rights for new employees, maintain active communication with IS staff to facilitate prompt response to requests and assist in training new employees in EMR.

Minimum qualifications

• 5 years in an ambulatory human health care environment.
• 5 years demonstrated customer service experience.
• 3 years of progressively responsible management experience.
• 3 years demonstrated experience in entering, manipulating and retrieving data from an electronic health information system.
• Demonstrable experience managing and coordinating a multiple provider clinical schedule in an electronic health information system.
• Experience in common word processing, spreadsheet and database management software such as Microsoft Office.
• A demonstrable commitment to promoting and enhancing diversity.
• Excellent communication and interpersonal skills.
• Demonstrable organizational and prioritizing skills.
• This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

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