Administrative Associate, Medical Records, Psychiatry and Behavioral Sciences, Dell Medical School

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Hiring Department:

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Position Open To:

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Weekly Scheduled Hours:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

General Notes

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking an Administrative Associate, Medical Records. This is a grant-funded position with an end date of 8/31/25 and is renewable based upon availability of funding, work performance, and progress toward research goals. The work hours for this position will be Monday through Friday between 7AM-6PM.

Purpose

The Administrative Associate, Medical Records will assist the Texas Child Health Access through Telemedicine (TCHATT) program with creating patient charts and scheduling telehealth appointments for patients in electronic health record.

Responsibilities

• Gather needed information and forms to create client charts in electronic health records.

• Schedule patient appointments as requested. Complete appointment confirmation calls, ensuring patients attend their appointment.

• Establish and maintain effective working relationships with internal team at Dell Medical School and Dell Children's Medical Team and external community and school partners. Navigate all contacts appropriately across multiple virtual platforms.

• Provide response and assistance to patients via electronic multi-media requests (email, chat, web, etc.).

• Manage clinician schedules in electronic platforms.

• Other duties as assigned.

Required Qualifications

Bachelor's degree and one year of clerical experience at the Administrative Assistant level in a medical or mental health setting or high school graduation or GED and five years of clerical experience in a medical or mental health setting, including one year of experience at the Administrative Assistant level. Capable of documenting patient communication and clinical chart notes accurately and appropriately. Professional verbal and written communication. Ability to anticipate needs and follow through with internal and external customers. Exceptional customer services skills, awareness and phone etiquette. Ability to follow directions. Ability to communicate effectively with patient and the healthcare team, including the ability to explain registration policies and procedures. Ability to communicate with others in a clear, understandable, and professional manner. Sound judgment in decision-making. Ability to maintain regular, reliable, and punctual attendance. Demonstrated ability to be flexible and adaptable to change.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with data entry into electronic health record. Prior healthcare setting experience. Experience in mental health field. Bilingual in Spanish.

Salary Range

$41,000+ depending on qualifications

Working Conditions

• May work around standard office conditions

• Use of manual dexterity

• Repetitive use of a keyboard at a workstation

• Occasional weekend, overtime and evening work to meet deadlines

• Able to work remotely in a private, safe space

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.