Health Services Assistant

Health Services Assistant

Position Category: Staff (Non-Exempt)

FLSA: Non-exempt

FTE: 0.66

Location: Thousand Oaks

University Background: The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths.

As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.

Basic Function: Under the general supervision of the Director of Health Services, the Health Services Assistant provides front-line administrative and clerical support for the Health Services Department. The position delivers excellent customer service and patient relations and is primarily responsible for scheduling appointments, patient check-in/out, telephone and email correspondence, assisting students with insurance claims and billing questions, and supporting the department's fiscal processes, including payments to vendors and contractors and purchase orders.

• Performs a variety of medical front office duties, including contacting patients, medical offices, pharmacies, or university campus offices through phone, email, or other means; scheduling appointments and meetings; taking messages; answering and routing calls; answering and responding to emails; receiving and sending faxes; setting away messages; scanning documents; responding to questions; checking in/out patients; receiving and distributing mail; word processing; spreadsheet reporting;
  
  preparing requisitions, reports, correspondence, bills, notices, and confidential and statistical materials for the Director.
• Performs compliance checks, including new student health requirements, immunization requirements, and student athlete medical requirements; maintains a log of compliance status for all students; places and removes holds on students' registration using University software based on compliance status; updates students' athletic clearance using University software; notifies students by phone, email, or secure messages of any compliance issues and holds on their registration.
• Ensures complete, accurate, and timely verification of insurance benefits as assigned; determines eligibility and coverage; assists students with submitting insurance claims and completing any required documentation; completes and provides superbills to students for their own submission to insurance as needed; prints insurance cards; educates students regarding appropriate insurance claims processes; serves as a resource regarding student insurance inquiries; acts as a liaison between university contracted insurance providers and students and their families, including contacting insurance companies directly to help resolve claims-related questions and issues.
• Assists students with billing issues; contacts appropriate providers or parties to help resolve billing issues.
• Serves as a liaison with the Dean for Student Affairs' office, health insurance carriers, off-campus medical providers, Human Resources, Athletics, Student Affairs, Business office, and other offices.
• Creates, maintains, and updates office forms, templates, and signs as appropriate, including referral forms, consent forms, waiver forms, screening forms, informational signs, and brochures.
• Maintains an updated list of approved medical providers for referral; completes referral forms; contacts and responds to other medical offices for appropriate referral and patient-related information.
• Manages, sends, receives, and confirms completion of consent forms, including but not limited to consents for medical records requests, consents for treatment of minors, and consents for sharing medical information with parents/guardians.
• Receives requests for confidential and protected health information and, in accordance with operating procedures and current privacy laws, copies, faxes, emails, mails, or sends requested information to appropriate parties.
• Reviews intake forms with students; creates charts; assembles forms and other components required for confidential records; checks documents for completeness, accuracy, and conformance to policy and procedures; determines patient eligibility for care.
• Prepares and protects student and employee medical files, maintaining uniformity and confidentiality of records; ensures no unauthorized release of confidential medical information.
• Updates a records destruction log; identifies, destroys, and shreds old records and protected health information in accordance with university policy and federal,…