Univ – Administrative Coordinator I

Job Description Summary

This position serves as the primary point of contact for the National Crime Victims Research & Treatment Center (NCVRTC). The Administrative Coordinator I maintains consistent, ongoing and efficient operations of an outpatient behavioral health clinic serving victims of trauma. This position coordinates general administrative, business management and/or support activities for the NCVRTC clinic. Develops and monitors compliance with clinical documentation and procedures. Supports needs of the overall training clinic, including assisting the Director of the Clinic with operational needs.

Applicants should be comfortable working with large databases (Excel, REDCap) and have strong communication skills. This position is a full-time, office-based position located at MUSC’s downtown campus. Due to the nature of this position, this position is not eligible for remote work. This position does require coverage for the evening clinic (1 night per week from 5:00pm-8:00pm – time adjusted to leave early or arrive later on alternative day). Applicants with previous healthcare front desk or operations experience is preferred. Applicants should demonstrate ability to organize and prioritize work, provide excellent verbal and written communication, and interact professionally with patients, staff, trainees, and faculty. Applicants who are Bilingual in English and Spanish are encouraged to apply!

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Research Grant

Cost Center

CC001052 COM PSYCH NCVC CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

38,985.00 - 55,559.50 - 72,134.000

Scheduled Weekly Hours

40

Work Shift

Job Description

FLSA: Hourly

Work Hours: Monday - Friday, 8:30AM - 5:00PM (1 night per week covering evening clinic from 5:00PM - 8:00PM – time adjusted for additional hours)

Remote Work Days: None; Fully on campus

Job Duties:

• 20% - Manage essential clinic operational activities, including: greeting visitors in the front office, notifying staff of arrivals, completing registration and consent paperwork for clients, including updating information in electronic medical record (EMR) system, obtaining prior authorization from insurance companies, scheduling all appointments for all clinics in EMR system, answering phone lines forcenter, preparing daily schedules, updating patient statuses in EMR system, assist with completion of standard assessment battery, manage payment for clinical services, assist with interpreter cards for clinical patients, scanning all paperwork into EMR system, assisting providers with fax and mailing procedures, and managing mail for the center. Maintain working knowledge of all managed care contracts and assist lead case manager with prior authorizations for private insurance plans. Assist with coordination of psychiatry appointments, including scheduling, sending telehealth links, and facilitating medication requests with pharmacies.
• 20% - Manage internal chart reviews for all clinical providers to ensure appropriate documentation, billing codes, and compliance requirements are met. Provide feedback for reviews to providers and supervisors monthly. Provide support in addressing any updates or changes based on feedback. Assist with updating and communicating billing and documentation procedures throughout rotation and maintaining policy and procedures manuals.
• 15% - Manage Crime Victims Compensation claims and billing, including weekly updates to tracking database, monthly submission of claims and coordination with state office, oversight of receipt of payments, and coordination of required documentation by providers to be submitted to state office. Provide training and oversight of clinical trainees on completing of required paperwork. Coordinate with MUSC-P Billing Coordinator to review potential CV comp claims. Prepare bi-monthly summary reports for Clinic Director about pending and received payments for claims. Train additional support staff on CV comp procedures.
• 10% - Provide administrative support to the Psychology Internship Program Coordinator and Co-Directors. This may include maintenance of data files, distribution of information to interns, tracking of leave, or other administrative support as necessary.
• 10% - Coordinate and manage clinic purchases, including supplies, mileage reimbursement, and parking reimbursement. Assist with managing supplies inventory and ensuring necessary supplies (e.g. toner, paper, therapy room supplies) is organized, tracked, and stocked for programs in the clinic.
• 10% - Assist Director of Clinic with training rotations, including preparation of training materials, organization of electronic files and tracking systems, scheduling of orientation trainings, and ongoing operational support for trainees throughout the rotation. Assist the Seminar Director with scheduling conference room for weekly seminars, being available for computer support to presenters, printing and distributing feedback surveys to trainees, and coordinating volunteer assistance with entering feedback into REDCap system.
• 10% - Coordinate state vehicles, including submission of mileage reimbursement for state vehicles, maintaining monthly mileage logs and submitting to MUSC transportation, coordinating weekly vehicle checks by volunteers and staff, submitting licenses for gas pins, and training new staff in vehicle procedures.
• 5% - Coordinate organization of waiting room/visitor areas, supply room, and breakroom for the NCVRTC. Facilitate cleanliness of center with cleaning services, maintenance requests, and organization of materials and supplies in shared spaces.

MUSC Minimum Training and Experience Requirements: A high school diploma andfour yearsrelevant experience in business management, public administration or administrative services;or a bachelor's degree and two years experience in business management, public administration or administrative services.

Preferred Training and Experience: Previous healthcare front desk or operations experience is preferred. Applicants should demonstrate ability to organize and prioritize work, provide excellent verbal and written communication, and interact professionally with patients, staff, trainees, and faculty.

Additional Job Description

Minimum Requirements: A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees