Clinic Coordinator Athletics Student & Employee Health Center

Pacific University achieves excellence and distinction by investing in exceptional people to think care create and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse sustainable and dedicated to discovery and excellence in teaching scholarship and practice.

At Pacific University we thrive in an extraordinary environment surrounded by the beauty of the great Pacific Northwest with campus locations inForest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live work teach and acquire and share knowledge.

This is a part-time not benefit eligible position.

GENERAL DESCRIPTION OF POSITION:

The Clinic Coordinator provides essential administrative reception and front-office support for the Student and Employee Health Center Physical Therapy Clinic within Sports Medicine on the Forest Grove campus. The Clinic Coordinator supports smooth daily clinic operations by managing patient flow and processing insurance information using the Epic electronic health record system while maintaining confidentiality and compliance with applicable policies and regulations. The role requires strong multitasking attention to detail and organizational skills in a fast-paced student-centered environment.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:
Reception:

• Serves as the initial point of contact by greeting students patients and visitors seeking services.
• Provides general information about clinic services processes and scheduling.
• Confirms health insurance coverage and effectively communicates financial obligations to patients obtaining necessary authorizations.
• Operates multi-line phone system and handles each call according to clinic protocols.
• Documents telephone encounters through the EMR system and directs to appropriate staff.
• Schedules new and established patient appointments using the computerized scheduling system.
• Checks in patients gathering patient information collecting copays handling insurance information referrals and prior authorizations appropriately.
• Checks out patients to include addressing any additional concerns and scheduling follow-up appointments.
• Triages and accurately documents in-person inquiries and phone calls determining urgency and directing to appropriate clinical or administrative staff. Considers liability when making decisions.
• Obtains prior authorizations referrals medical records and processes release of medical records.
• Processes incoming patient forms (immunization consents/records health history forms) through EMR system in a timely manner to maintain efficient patient flow.
• Closes the clinic by completing deposits and reviewing pre-registration for the next days schedule.

Administrative:

• Manages daily clinic operations independently.
• Ability to prioritize work and make decisions independently without direct supervisor oversight.
• Monitors patient flow to promote timely service and operational efficiency.
• Manages clinic schedule including EMR templating and appointment scheduling to maintain highest clinic efficiency and patient satisfaction.
• Reviews patient charges to ensure all services are billed accurately.
• Applies third party billing expertise to properly determine coverage provides needed information in EMR for accurate billing purposes and effectively communicates financial obligations to patients.
• Collaborates with clinicians and staff to ensure effective communication and the efficient flow of daily office activities
• Comprehends university health insurance plan information.
• Balances insurance payments referrals insurance authorizations manages denials and requests for information in coordination with electronic health record specialist.
• Uses good judgment in managing urgent/emergency situations as they arise.
• Protects patient confidentiality by complying with FERPA HIPAA and state confidentiality regulations.
• Performs timely scanning of documentation into the EMR including outside provider records labs X-rays and imaging reports to improve provider access to information used in patient care decisions.
• Maintains EMR records (filing and purging).
• Maintains exit report and graduation information.
• Processes and distributes incoming mail and faxes.

SECONDARY FUNCTIONS:

• Occasional participation in off hour work outreach new student orientation.
• Current drivers license and insurance required.
• Attends division meetings events and ceremonies as requested.
• Works collaboratively to provide occasional coverage for other clinics.
• Performs other related duties as assigned.

JOB SCOPE:

• Performs duties independently with some supervision operating from clinic guidelines processes and policies.
• Collaborates with team members to ensure departmental operations.
• Some independent judgment and decisions are made. Mistakes and errors may result in loss of business poor customer relations and /or liability all of which can have negative financial implications for the university.

SUPERVISOR RESPONSIBILITY:

This position is not supervisory in nature and does not have direct supervisory responsibility.

EDUCATION AND/OR EXPERIENCE:

• High School Diploma or equivalent required.
• One-year administrative work experience in a busy medical office or customer service setting required.
• Demonstrated ability with PCs and applicable software (Word Excel email). Experience with an electronic health record system preferred.
• Excellent communication and interpersonal skills both verbal and written required.
• Demonstrated understanding of issues related to diversity equity and inclusion in higher education.
• Bilingual proficiency in Spanish preferred.

REQUIRED KNOWLEDGE SKILLS ABILITIES & BEHAVIORS:

• Communicates with students faculty staff and the public appropriate to the age of the individual served.
• Builds on basic learning and carries from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Maintains confidentiality regarding information pertaining to students faculty and staff.
• Maintains proper appearance and personal conduct for the employees particular job.
• Uses effective communication skills taking into consideration body language filters listening paraphrasing and questions with customers of diverse ethnic and cultural backgrounds.
• Demonstrates ability to work in a team environment.

WORKING CONDITIONS:

• Part-time in-person position based on clinic needs.
• Typical medical clinic working environment combined with an understanding of the university and the complexities associated with that relationship.

PHYSICAL ACTIVITIES:

Climbing Balancing xStooping xKneeling Crouching Crawling xReaching xStanding xWalking xPushing xPulling xLifting xTalking xHearingxRepetitive motion

PHYSICAL REQUIREMENTS:
xSedTentary work Light work xMedium work Heavy work Very Heavy work Visual acuity

APPLICATION PROCESS:

To apply please upload your resume cover letter and three professional references along with your Paycom application. Persons who do not follow and complete the application process are not applicants and will not be considered for employment.

Only qualified applicants will be contacted for an interview. During the selection process we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.

Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship now or in the future.

At Pacific University we are dedicated to offering experiences that are authentic holistic equity-minded and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices we actively promote access to opportunities and equitable pay for all employees.

Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying we encourage you to think broadly about how your background and skill set may qualify you for the role.

We who make up Pacific University aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust civility care openness and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems through an asset-based mindset sothat everyone is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected their contributions are valued and they are provided opportunities to succeed.

ACCOMMODATIONS & INCLUSION:

We welcome and encourage applications from neurodivergent individuals and people with disabilities. If you need any accommodations or support at any stage of the application or interview process such as receiving interview questions in advance alternative assessment formats or extra time please let us know by emailing Catheryn Coupland We are committed to providing an accessible process that allows you to demonstrate your strengths.

EQUAL OPPORTUNITY EMPLOYMENT:

Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds including those from historically underrepresented groups.

NOTICE OF NONDISCRIMINATION POLICY:

Pacific University makes all employment decisions without regard to race color national or ethnic origin ancestry age religion or religious creed disability sex gender identity and/or expression sexual orientation military or veteran status or any other characteristics protected by applicable law. Applicable laws include but are not limited to Title IX of the Education Amendments of 1972 Section 504 of the Rehabilitation Act of 1973 Title VII of the Civil Rights Act of 1964 the Age Discrimination Act and the Americans with Disabilities Act of 1990. Questions or complaints may be directed to the Vice President