Program Assistant

POSITION SUMMARY The position serves as member of the UKSM-W Medical Practice Association Ryan White Program team. The primary function is to provide administrative support to the general operations of the HIV patient care program of the KU Midtown Clinic. Position reports directly to the Program Manager and works with case managers and other staff that provide supportive services to keep HIV patients engaged in primary health care. Job performs routine accounting tasks, maintains office equipment and supplies, and prepares and assists with administrative documents, events, and fundraising efforts. This position is funded through federal HRSA Ryan White grants.

ESSENTIAL FUNCTIONS

• Maintain inventory of office and program supplies and reorder as needed
• Assist with maintenance of inventory and assignment of office equipment,
• Answer and direct phone calls and relay messages in a timely and accurate manner to the appropriate recipient
• Develop and maintain mailing lists for collaborative agencies and fundraising efforts
• Monitor messages to the Medical Case Managers (MCM) and assist when appropriate
• Distribute nutritional supplements, bus passes, and other items in support of MCM duties and document as required
• Enter patient lab results and other health related reports into EMR system and enter billing information into the case management database.
• Maintain and establish patient tracking system while developing other mechanisms to provide information to the Quality Coordinator, Program Coordinators, MCM’s, providers and others seeking patient engagement status.
• Collect, sort, and distribute incoming mail and process deposits in accordance with established procedures.
• Maintain inventory of grocery vouchers and tracking logs; distribute to case managers in accordance with established procedures
• Participate in fundraising efforts by serving on planning committees and maintaining financial records
• Maintain accurate and complete records of progress toward work goals
• Provide routine support to Ryan White Program staff as needed
• Maintain knowledge of HIPAA guidelines regarding protected health information
• Maintain proficient knowledge of organization emergency procedures
• Reliable attendance and punctuality
• Other duties as assigned

POSITION QUALIFICATIONS

Certificates & Licenses:

• N/A

Education: High School Graduate or General Education Degree (GED) required; post-secondary degree or relevant vocational training preferred

Experience:

• One to two years medical office experience required
• Microsoft Office proficiency required
• EHR experience preferred (we use eClinicalWorks)
• English / Spanish bilingual ability preferred

KNOWLEDGE, SKILLS & ABILITIES

Knowledge

• Knowledge of medical terminology and medical documentation principles
• Knowledge of electronic health records (EHR)
• Knowledge of HIPAA guidelines and procedures

Skills:

• Skill at intermediate (or higher) level utilizing Microsoft Office applications (e.g., Word, Excel, Outlook, Teams)
• Skill in operating office equipment including multi-line telephones, headsets, copiers, scanners, etc.
• Skill in interpersonal communication, both verbal and written, including spelling and use of proper grammar
• Skill in customer service and professionalism
• Skill in time management, organization, and prioritizing multiple tasks with varying deadlines

Abilities:

• Ability to work with and relate to people of all races, genders, ethnicities, religions, national origins, cultures, and socioeconomic status
• Ability to problem solve and make decisions within the scope of the assigned duties
• Ability to communicate effectively with patients, coworkers, residents, physicians, and external partners utilizing telephone and HIPAA compliant electronic methods
• Ability to remain calm and organized under pressure
• Ability to work well as a team and independently
• Ability to wear Personal Protective Equipment (PPE) (closed toe shoes and masks when indicated)
• Ability to be prompt and present during scheduled work hours

Competencies:

Performance evaluations are based on the individual’s accuracy, accountability, adaptability, communication (oral and written), customer service, attention to detail, initiative, integrity, interpersonal skills, judgement, organization, problem solving, and time management. Reasonable Accommodations Statement To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.