Office Manager/Medical Records Administrator

Position Details Position Information Announcement Number STAFF - VA - 25212 For questions regarding this position, please contact: Betsy Asserson (406) 994-4531 basserson@montana.edu Classification Title Medical Records Admin Working Title Office Manager/Medical Records Administrator Brief Position Overview Position provides supervision of the medical records management process which includes training and supervising of the medical records process used by the CPS staff, providing assistance to the Director and CPS leadership team, and providing back up for fiscal management of travel and hiring searches. Position Number 4N0628 and 4N0658 Department SWC Counseling & Psych Division Division of Student Success Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary Starting $24 per hour, commensurate with experience, education, and qualifications. Contract Type Classified Hourly If other, please specify Recruitment Type Open Position Details General Statement Under indirect supervision this position performs administrative, office management, medical records, some financial, and computer system administration for Student Wellness Counseling and Psychological Services. Position provides supervision of the medical records management process which includes training and supervising of the process used by the CPS staff and providing back up for fiscal management of travel, and searches (as required). Duties and Responsibilities Provide reception and front desk customer service to students and campus partners in a manner that is sensitive to the mission of the office. Ensure standard operating office procedures are followed including opening and closing procedures. Maintain client & office records in accordance with legal standards & confidentiality. Serve as an electronic health record system administrator in conjunction with the Assistant Director for Clinical Services. Process and manage release of records requests and ensure all steps are completed in a confidential, timely manner. Manage daily medical record tasks including approving incoming data, sending appropriate appointment reminders, managing waitlist and scheduling for clients seeking services, and determining critical scheduling needs. Train new employees on appropriate methods of scheduling, confidentiality, gathering data and managing various office calendars. Oversee semester implementation of staff schedules into the health record. Make meeting arrangements including location, refreshments, equipment needs, sending invitations, prepare handouts, take meeting notes, and other relevant tasks. Serve as liaison between Director and CPS leadership team and faculty, students, and other MSU employees. Provide administrative support for the CPS leadership team. Provide back up to the Administrative Associate IV in preparation and submission of a wide variety of forms and documents. Research, gather, and compile information to analyze and produce fiscal reports or documents such as travel projections in conjunction with the CPS Business Operations Manager. May approve spending requests by checking for compliance with budget, monitoring expenses and projecting expenditures. Knowledge of campus offices and referral resources. Serve on CPS , Student Wellness, and MSU committees as determined by the CPS Director. Required Qualifications – Experience, Education, Knowledge & Skills Progressively responsible administrative work experience with an emphasis on customer service in a main office setting or an equivalent combination of relevant education and/or experience. Demonstrated excellent customer service skills working with people from many different backgrounds. Demonstrated competence organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude. Demonstrated competency using various software programs. Preferred Qualifications – Experience, Education, Knowledge & Skills Knowledge and skill in system administration of electronic health record software and ethics regarding confidentiality and legal protocols. Experience working in a mental health clinic or similar setting. The Successful Candidate Will Possess the following: Strong commitment to a team approach and investment in being a part of a cohesive team. Ability to maintain records with a high degree of accuracy and close attention to detail. Exceptional organizational skills and the ability to develop processes to improve clinic flow. Ability to gather and interpret information and make sound recommendations. Excellent interpersonal and communication skills. The ability to provide intellectual analysis and evaluation and the application of professional principles and practices to run departmental operations. Ability to remain calm in a fast paced environment with unexpected schedule changes Position Special Requirements/Additional Information This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time. Physical Demands To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required. This position has supervisory duties? No Posting Detail Information Number of Vacancies 2 Desired Start Date Upon completion of a successful search. Position End Date (if temporary) Open Date Close Date Applications will be: Screening of applications will begin on December 27, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established. Special Instructions EEO Statement Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law. In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.