Staff Assistant II

08-Apr-2024

University Health Services

65104BR

Job Summary

The Staff Assistant II facilitates patient access to mental health care by functioning as a collaborative team member who communicates effectively and continuously strives to improve services provided.  Performs all duties in accordance with unit policies and procedures. 

Position Description

DUTIES AND RESPONSIBILITIES:  

• Provides a variety of patient-centered services, including communicating with patients in person and on the telephone and relaying messages between patient and clinicians with respect, clarity, and knowledge. 
• Prepares medical records for release of information ensuring that confidentiality is maintained. 
• Makes appointments, ensuring patient eligibility following proper protocols. 
• Checks in patients and collect co-payments. 
• Distributes mail, performs data entry, and Xeroxes charts and materials for the department. 
• Performs scanning of materials that are filed in the electronic record. 
• Archives records and files. 
• Performs transcription and other general office responsibilities such as typing and sending out letters, e.g., treatment referrals, patient satisfaction surveys, clinic schedules, room schedules, forms, etc. 
• Assists clinicians with the hospitalization of patients by calling the ambulance, Xeroxing permission paperwork, etc.  
• Assists with special projects, e.g., health fairs, web site, referral project, HUGHP workgroup, etc. 
• Assists with the processing of BC/BS patent authorizations and claims and problem solve with BC/BS representatives when issues arise. 
• Participates in Lean activities, including assisting with metric creations and data collection for Lean metrics on DIS and KPI boards, participating in team meetings, and administrative projects and supporting L1 and L2 leaders in Lean initiatives. 
• Floats between CAMHS and BH front desk operations when necessary. 
• Updates CAMHS website when there are changes in service delivery 
• Creates flyers for workshops, Let’s Talk and same day offerings and other promotional materials 
• Verifies insurance eligibility in CAMHS and BH. 
• Maintains wait list in BH and processes referrals made from IM. 
• Assists with editing clinical schedules. 
• Updates CAMHS and ProtoCall on call schedules. 
• May be required to provide coverage for other areas. 
• Follows department policies and procedures for communicating and organizing information and carrying out protocols. 
• Attends staff meetings and educational offerings required by the departments. 
• Performs related duties as required. 

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.

Basic Qualifications

• Education beyond a high school diploma or equivalent, minimum of 1-2 years of previous secretarial/administrative assistant experience.
• Direct patient care service experience. 
• Demonstrated knowledge of Microsoft Office applications. 

Additional Qualifications and Skills

• Excellent interpersonal, customer service, and organizational skills.
• Proven strong verbal and written communication skills, along with the ability to problem solve and handle confidential information with discretion.
• Good judgment, ability to identify and set priorities, multi-task, and consistently meet deadlines.
• Bilingual skills. 
• Two years’ experience in an office environment.
• Patient service experience. 

Physical Requirements

All Harvard University Health Services (HUHS) staff and staff affiliates are considered Health Care Workers and as a condition of employment must provide documentation of the following:  

• Letter of good health from your personal health care provider.  
• TB skin test (within past 3 months) or, if known skin test positive, documentation of previous chest x-ray, information about any past treatment.  
• Documentation of immunity (positive antibody titers) for Measles, Mumps, Rubella and Varicella.  
• Proof of appropriate past immunization for Measles, Mumps, Rubella and Varicella. 
• Hepatitis B vaccine series – required for staff with possible exposure to blood or blood borne pathogens.  
• A current Flu vaccine (this season) and Covid vaccines to include the Primary series and Bivalent Booster.  

The required medical documentation/medical clearances can often be obtained by contacting your Pediatrician, PCP, medical provider. Titers, TB Skin testing can be performed by appointment at Occupational Health facilities. 

HUHS continues to place the highest priority on the health, safety and wellbeing of its faculty, staff and students, as well as the wider community. Being up to date with COVID vaccination, annual flu vaccination and other required medical vaccinations and documentation are required as a condition of employment at HUHS. You may claim exemption from the vaccine requirements for medical or religious reasons. 

Work Format Details

This position is based on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

Harvard University Health Services (HUHS) is a campus-based health care organization devoted exclusively to members of the Harvard community. Our work includes multi-specialty ambulatory medical care, behavioral and mental health services, and campus public health. HUHS also manages two self-funded health insurance plans, the Harvard University Group Health Plan (HUGHP, for university employees and dependents) and the Student Health Insurance Plan (SHIP, for students and dependents). 

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403020 Staff Assistant II

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, Identity

Schedule

Monday - Friday: 7 hours each day

The schedule will include one shift starting at 8:00 a.m. and one shift ending at 6:00 p.m.

Total: 35 hours per week

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University Health Services is committed to fostering a diverse, inclusive, and equitable workplace in which all employees feel valued and have a sense of belonging. These principles are integral to our work and are at the core of who we are. We actively seek applicants with demonstrated commitment and/or experience promoting and fostering a working and learning environment that is supportive of individuals from diverse backgrounds. We welcome, respect, and embrace individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, abilities, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.