Administrative Support Specialist - Journey

The Division of Student Affairs comprises over 30 departments, each responsible for providing various student support, services, and educational programs accessible to the university community. With over 300 full-time employees and over 1200 student workers, the Division supports Pirate success through environments that enhance student development, engagement, belonging, well-being, and career readiness. The Division strives to be a national leader in developing student experiences that positively transform lives and communities through work that makes students the focal point of our services, policies, and programming; creates a community where all feel safe, included, and welcomed; treats each other with dignity and civility, and recognizes every individual has rights, ideas, and beliefs; maintains open and honest interactions, and delivers high-quality programming, services, and resources through continuous reflection and improvement.

The primary purpose of this position is to ensure complete knowledge and understanding of all technical medical records functions within the daily operations of Student Health. This position assumes full responsibility for the retrieval and data entry processes of patient information as well as any and all necessary consent forms needed for patient treatment. This position responsibilities include but are not limited to medical record request, scheduling patient appointments, scanning information into the correct location within the EMR and/or practice management system, direct and constant communication with manager in regards to duplicate patient accounts, coordination of proper immunization data entry and/or Banner holds placement and/or removal on student accounts, constant updates within the patient record of the EMR via forms and templates use, answering, assisting and/or directing calls each day.

Office Equipment Operation-Office machines regularly used include a personal computer on the network with DTS functions and capabilities; Fujitsu scanning software; Medicat (electronic health record), fax machine and copier, Banner (student tracking system) will frequently be used to clarify data validation issues. Knowledge of the electronic health record includes being able to use all aspects of the system requirements to retrieve and correct data, as well as assist medical and clinical staff with training and workflow at the front desk. This employee works with management for decisions and problem solving regarding the automated office systems when computers or peripherals go down, or with any problems associated with the incomplete record system.

Records Management - This position directs and assists patients through the self check-in process ensuring that patient demographics are updated and consent forms are obtained and signed. The employee processes phone call request to the Triage Nurse via template within the electronic health record for continuity of care. The employee assists with the scheduling and cancellations of all patient appointments, scanning, mail distribution, and release of information request during busy times. The accuracy required in the work of this employee is extremely important. Attention to detail, document health information flow and data format will ensure proper medical information is maintained and successfully imported into the correct medical record. The record is used for decision-making by providers and other staff and must be timely, relevant, complete and accurate. Wrong, late or incomplete information can have serious negative impact of patient care. Due to the demands placed on the individual in this position, the nature and scope of the job and complexities of interpreting data, there is a potential for great consequence of error that could result in permanent loss of medical information or its incorporation into the incorrect medical record and can have serious negative impact of patient care. Health care treatment and administrative decisions made by provider staff are based on information contained in these files. Individual contact with providers or system users may be necessary to prevent errors in the instruction or correction or errors. This position must be flexible and quickly change work priorities and learn new information in order to meet the health care organization's changing needs. Position is further complicated by system upgrades; future increases in system interfacing, and more data files and users of the system. This employee must be able to brainstorm system requirements, communicate and understand system languages, and develop new procedures when existing procedures are no longer effective for accomplishing the daily functions. Data contains private personal demographic and health care information. Compliance with regulatory, legal and procedural policies is required, as well as the ability to explain these policies with contacts. Confidentiality and security must be maintained at all times.

Public Contact - This employee has public contact with student, parents, employees, supervisors, managers, administrators, physicians, medical staff and external organizations face-to-face and by phone. The employee also attends monthly departmental meetings as required.

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

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If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on budget, UNC salary administration, and/or candidate qualifications.

East Carolina University is committed to workforce success and cultivating a culture of care for our employees. ECU prohibits unlawful discrimination and harassment based on race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, and veteran status. All qualified applicants will receive consideration for employment without regard to their protected veteran status or disability.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act ( ADAAA) should contact the ADA Coordinator at (252) 737-1018 (Voice/ TTY) or ADA-Coordinator@ecu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.