Administrative Assistant Part-Time, Vine Clinic: College of Nursing - UTK

University of Tennessee•Knoxville, TN

12d•Onsite

About The Position

The Administrative Assistant (Part-Time) provides reliable, customer-focused administrative support to the College of Nursing’s Vine School Health Center. Working approximately 5 hours per day, this role supports Nurse Practitioners, Nurses, the Office Manager, and other staff by managing front office activities, assisting with scheduling and communications, maintaining organized records, and completing routine clerical tasks that help ensure smooth daily clinic operations. The position serves as a key point of contact for students, families, and partners and helps maintain a welcoming, confidential, and efficient clinic environment.

Requirements

Requires a high school diploma or GED
1 year experience working in a clerical role
Good interpersonal skills and communication skills.
Computer skills (Microsoft Office and web browsers) and experience with electronic medial records (EHR).
Ability to maintain strict patient confidentiality and follow multiple state and federal regulations (HIPPA, OSHA, CLIA, EHR).
Demonstrated experience working with confidential and time-sensitive materials.
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

Vocational training or an associate degree in nursing or a related healthcare professional field.
1 year of clerical experience in a healthcare facility

Responsibilities

Provide front-line customer service, greet patients, answer phones, respond to email inquiries, and distribute mail.
Answer phones, take accurate messages, and support timely callbacks and follow-up.
Schedule, confirm, cancel, and reschedule patient appointments, ensuring accurate provider assignment and appropriate visit length.
Provide weekly appointment reminders and communicate basic pre-visit instructions (e.g., forms to bring/complete, arrival time expectations) using approved templates.
Greet patients and families in a welcoming, professional manner and complete the check-in process in accordance with clinic procedures.
Process requests for medical records - faxing and receiving medical records and orders to and from other facilities and health care providers
Schedule tests/procedures for patients
Obtain pre-certification through the patients’ insurance company for tests/procedures
Print TennIIS form for families
Scan paperwork for EHR
Process billing daily
Update Permission-to-Treat forms and insurance in the EHR
Send and follow-up on referrals to specialist/agencies and inform patients of such appointments
Handle all patient information with discretion and follow privacy and records-handling procedures while communicating with patients, families, and school partners.