Student Assistant - Physical Therapy Administrative Assistant

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state’s flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University’s enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

We are unable to offer a work visa sponsorship for this position. You ,must be authorized to work in the U.S. to apply.

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([email protected]).

The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Administrative:
• Provides effective telephone coverage for incoming calls to the clinic.
• Responds to questions and requests, and takes accurate messages for others in the clinic.
• Forwards information, messages, or caller to the appropriate individual.
• Prioritizes communication to appropriate staff/resource and anticipates and obtains chart or additional information when needed.
• Interacts with callers and staff in a helpful and courteous way.
• Schedules appointments accurately and appropriately based on patient symptoms and urgency of need, eligibility, and age-specific needs.
• Schedules appointments with appropriate clinician and within appropriate timeframe.
• Communicates appropriate information to patients regarding their visit (preparation, timeframe, date, clinician, parking, etc.).
• Verifies eligibility, local phone number, address, email address, emergency contact information and other demographic information when making appointment.
• Monitors appointment schedules to ensure appropriate assignment and flow of patients.
• Proactively calls patients who need to fill out questionnaires, bring referrals, or who are running late.
• Refers complex or special needs to nurse or manager.
• Schedules follow up appointments for correct provider and within the correct timeframe.
• Requests completion of patient questionnaire at time of scheduling. Reviews schedule for upcoming two weeks to move appointments for consistency of care for improved patient flow.
• Assists with scheduling hourly support staff and providers.

Patient Care:
• Receives patients and others who present in the clinic for appointments, care, or special needs or services.
• Greets patients and visitors in a timely and courteous manner.
• Answers general procedure questions, provides directions, and refers patients appropriately.
• Monitors reception area for patients in distress or for long wait times and acts to resolve.
• Verifies completed health history and patient agreement form.
• Displays positive interpersonal relationships with patients, staff, and the general public.
• Respects and demonstrates confidentiality of all personal and medical information of patients and staff.

Insurance:
• Verifies patient insurance eligibility and coverage through electronic verification systems, payer websites, or direct communication with insurance representatives.
• Confirms applicable benefits and identifies referral, pre-certification, or authorization requirements for scheduled services.
• Obtains and accurately documents insurance information in the electronic medical record and other departmental systems.
• Reviews patient demographic and insurance information for accuracy and updates information as appropriate.
• Communicates with patients regarding insurance information, referrals, authorizations, or documentation needed prior to scheduled services.
• Follows up with insurance companies, referring providers, patients, and other appropriate parties to obtain information necessary to support timely patient access.
• Enters and verifies visit-related information to support accurate billing, diagnosis, and procedure documentation.
• Identifies and resolves routine insurance-related discrepancies and refers complex coverage, authorization, or billing issues to the appropriate resource.
• Maintains accurate insurance and visit documentation in accordance with established departmental procedures and confidentiality requirements.

Clinical Assistance:
• Assists in care to patients and directly assists clinicians in maintaining treatment areas.
• Pulls all paper flowsheets and verifies that each provider has before beginning of day.
• Assists in helping patients to start their session.
• Helps with necessary materials and supplies, as well as treatment spaces.
• Anticipates supplies and equipment required for visit.
• Keeps patient treatment areas ready for next patient, supplies and educational material stocked and ready.
• Ensures patient and staff safety at all times.
• Completes all assignments and procedures in a safe and efficient manner with minimal supervision.
• Follows UHC procedures and standards of care.
• Understands infection prevention responsibilities in patient care and in clinic support functions and utilizes anticipating cleaning needs in a timely fashion.
• Maintains logs, files, forms, and other records of the clinic.
• Contacts patients as needed or directed for follow up care and appointments.
• Directs requests for release of records to RHI department.
• Records minutes of team meetings and other communications in collaboration with clinic manager.

The Clinic Administrative Assistant is an integral member of the Physical Therapy Department and reports to the Physical Therapy Operations Coordinator. This position provides front-office support by coordinating patient scheduling, registration, insurance verification, and administrative functions that promote efficient clinic operations and exceptional customer service. Working closely with providers and other members of the patient care team, the Administrative Assistant helps facilitate patient access, maintains accurate records, and supports timely delivery of care.

UHC Minimum:
• Current UGA Student
• One year of relevant administrative experience in a medical office, hospital, or similar healthcare setting.


UHC Preferred:
• 1-3 years of experience in a healthcare environment with direct experience using electronic practice management and health record systems (managing provider schedules, patient access, insurance verification and pre-certification, and/or facilitating patient navigation of insurance benefits with regards to coverage of clinical services) is preferred.

• Ability to manage multiple tasks and adapt to changing priorities in a fast-paced clinical environment.
• Strong attention to detail and ability to maintain accurate patient, scheduling, and insurance information.
• Proficiency with Microsoft Office applications and the ability to learn and effectively use electronic medical record (EMR) and practice management systems.
• Strong customer service and interpersonal skills with the ability to interact professionally and courteously with patients, providers, insurance representatives, and University personnel.
• Excellent verbal and written communication skills.
• Basic knowledge of medical insurance verification processes and the ability to obtain and document insurance eligibility and coverage information.
• Strong organizational and time management skills with the ability to prioritize work independently within established procedures.
• Ability to maintain confidentiality and comply with HIPAA, FERPA, and University Health Center policies.

Active throughout the 8 hours work day to include typical busy medical
office/clinic demands, including walking, standing, sitting, reaching, typing, bending, talking, listening, pushing, pulling, and lifting up to 20 pounds.

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.