Program Assistant

Univer. of Kansas Schoo•Wichita, KS

About The Position

The Program Assistant is a member of the UKSM-W Medical Practice Association Ryan White Program team and provides administrative support for the general operations of the HIV patient care program at the KU Midtown Clinic. The role reports directly to the Program Manager and works with case managers and other staff to support HIV patients’ engagement in primary health care. Duties include routine accounting tasks; maintaining office equipment and supplies; and preparing and assisting with administrative documents, events, and fundraising efforts. The position is funded through federal HRSA Ryan White grants. The successful candidate will support program staff and patient-care operations while maintaining accurate records, following established procedures, and protecting confidential health information. The role requires reliable attendance and punctuality, and includes other duties as assigned. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Requirements

High school graduate or GED required.
One to two years of medical office experience required.
Microsoft Office proficiency required.
Knowledge of medical terminology and medical documentation principles.
Knowledge of electronic health records (EHR).
Knowledge of HIPAA guidelines and procedures.
Intermediate or higher skill using Microsoft Office applications, including Word, Excel, Outlook, and Teams.
Skill operating office equipment, including multi-line telephones, headsets, copiers, and scanners.
Strong verbal and written interpersonal communication, including spelling and proper grammar.
Customer service and professionalism skills.
Time management, organization, and prioritization skills for multiple tasks with varying deadlines.
Ability to work with and relate to people of all races, genders, ethnicities, religions, national origins, cultures, and socioeconomic statuses.
Ability to problem-solve and make decisions within the scope of assigned duties.
Ability to communicate effectively with patients, coworkers, residents, physicians, and external partners by telephone and HIPAA-compliant electronic methods.
Ability to remain calm and organized under pressure.
Ability to work well both as part of a team and independently.
Ability to wear personal protective equipment, including closed-toe shoes and masks when indicated.
Ability to be prompt and present during scheduled work hours.

Nice To Haves

Post-secondary degree or relevant vocational training.
EHR experience; the organization uses eClinicalWorks.
English/Spanish bilingual ability.

Responsibilities

Maintain inventory of office and program supplies and reorder as needed.
Assist with maintaining inventory and assigning office equipment.
Answer and direct phone calls and relay messages promptly and accurately to the appropriate recipient.
Develop and maintain mailing lists for collaborative agencies and fundraising efforts.
Monitor messages for the Medical Case Managers (MCMs) and assist when appropriate.
Distribute nutritional supplements, bus passes, and other items supporting MCM duties, and document distribution as required.
Enter patient lab results and other health-related reports into the EMR system, and enter billing information into the case management database.
Maintain and establish patient tracking systems and develop mechanisms to provide patient engagement status information to the Quality Coordinator, Program Coordinators, MCMs, providers, and others.
Collect, sort, and distribute incoming mail and process deposits according to established procedures.
Maintain grocery voucher inventory and tracking logs, and distribute vouchers to case managers according to 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 organizational emergency procedures.
Maintain reliable attendance and punctuality.
Perform other duties as assigned.