Check in/Receptionist- Office & Admin Specialist Int

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Working Title:

Check in/Receptionist- Office & Admin Specialist Int

Institution:

St. Cloud State University

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

St. Cloud

FLSA:

Non Job Exempt

Full Time / Part Time:

Part time

Employment Condition:

Classified - Unlimited

Salary Range:

• $22.62 - $32.23
• Job Description

This position serves as the primary administrative support specialist for Counseling and Psychological Services and the Student Health Center. The position independently administers highly confidential medical and counseling records processes, coordinates patient access and scheduling systems, supports immunization compliance, and applies federal and state privacy requirements including HIPAA, FERPA, and Minnesota data practices requirements. The position is also responsible for front-line student service triage, including distinguishing between medical clinic and counseling appointment workflows, recognizing when a student concern may require referral or escalation to the appropriate licensed clinical or medical professional, and supporting care coordination across the integrated health and counseling environment.

Front desk reception, appointment scheduling and client/patient check-in:

Acknowledge and/or greet persons entering front desk reception area and assist as needed

Answer telephone, transfer calls, and/or take messages

Assist students in scheduling appointments

Exercise independent judgment in triaging students who contact or present to the center for services, including determining the appropriate appointment pathway based on the student's stated concern and established clinic/CAPS protocols.

Distinguish between medical clinic and counseling appointment types, check-in requirements, privacy considerations, and workflow differences to ensure students are directed to the appropriate service area.

Recognize situations where a student seeking one service area may also need support from the other discipline, and appropriately escalate or refer the concern to licensed medical or counseling staff consistent with departmental protocol.

Support the integrated care model between the Student Health Center and Counseling and Psychological Services by identifying cross-over service needs and facilitating appropriate administrative handoffs without making clinical judgments.

Assist students in the appointment check-in process and all components of visit including verification of student status, creation of medical record as needed, and updating demographics as needed

Verify insurance status of scheduled appointments

Verify, interpret and apply established insurance verification, billing, and student-status procedures to assist students with access to medical clinic and CAPS services.

Understand and assist students with insurance questions and procedures for utilization of the Medical Clinic or CAPS

Collect student immunization records and analyze for completeness/compliance

Sort and distribute incoming mail

Maintain all equipment and supplies utilized in front desk processes

Maintenance, duplication and filing of medical records and reports:

Independently administer medical and counseling records in accordance with HIPAA, FERPA, Minnesota data practices requirements, departmental records-retention standards, and applicable release-of-information procedures. Review authorization forms and related documentation for completeness before processing record releases, and identify situations requiring supervisor or licensed-provider review.

Process, scan, maintain, duplicate, and file medical and counseling reports using established health-information management practices while protecting confidential student informationto prevent unauthorized release of protected health information, incomplete student records, delayed care, or noncompliance with applicable privacy requirements.

Primary responsible for maintenance of medical records according to medical records policy

Prepare copies of medical records sent out of the Medical Clinic or CAPS per release authorization and privacy standards

Scan medical reports and records into individual patient/client health records

Assist in duties of clerical areas in absence of other OAS staff which may include:

Immunization coordinator- Collect, review, and analyze student immunization documentation for completeness and compliance with university, Minnesota State, and applicable state requirements; identify deficiencies; communicate needed corrective action to students; update records; and exercise independent judgment regarding whether submitted documentation meets established compliance standards.

Referral coordinator

Accounts receivable

Procedure and diagnosis coding

Insurance claims processing

Purchasing/accounts payable

Participate in department, division or University trainings and/or serve on department, division, or University committees, taskforces, and working groups as requested.

Participate in mandatory staff trainings including but not limited to HIPAA, blood borne pathogens, respiratory protection, CPR, etc.

Participate in training, workshops, conferences and other events that are pertinent to position

Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner. (creation or data entry of letters, forms, protocols, procedures, and other projects assigned)

Minimum Qualifications

Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy.

Skill in customer service sufficient to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence.

Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files.

Knowledge of medical terminology sufficient to draft related documents and correspondence with accuracy and maintain records.

Ability to follow detailed instructions and explain complex processes to customers.

Preferred Qualification

Knowledge of administrative triage practices in an integrated student health and counseling environment.

Knowledge of information privacy laws as well as access, release and control of medical information, including HIPAA (Health Insurance Portability and Accountability Act), the Minnesota Data Privacy Act, and FERPA (Family Educational Rights and Privacy Act)

Knowledge of health-information management practices, release-of-information procedures, immunization compliance review, insurance verification, and medical-office administrative processes.

Ability to distinguish between medical clinic and counseling service workflows, appointment types, confidentiality requirements, and referral/escalation protocols.

Other Requirements

Please note that successful applicants must be eligible to work in the United States on or before the effective date of appointment. Eligibility includes being a U.S. citizen or national, a lawful permanent resident, or a foreign national authorized to work in the U.S. without the need for employer sponsorship. Employees must maintain work authorization without sponsorship for the duration of their appointment.

Work Shift (Hours / Days of work)

Monday-Friday 8:00-4:30 p.m. Fall and Spring Semesters, Tuesday-Thursday 8:00-4:30pm during academic breaks and summer.

About

St. Cloud State University serves close to 10,000 students and is committed to providing accessible, high-quality education that prepares graduates for meaningful careers and lifelong success. Located along the Mississippi River in St. Cloud, Minnesota, SCSU combines personalized support, applied