University of St. Thomas

Coordinator II – Clinic Coordinator for Health Services

St. Paul
Dec 15, 2016
Jan 27, 2017
Job Type
Employment Status
Full Time

The University of St. Thomas invites qualified candidates to apply for a Coordinator II - Clinic Coordinator position within Health Services.

The Coordinator II - Clinic Coordinator will provide Health Services with administrative, clerical, and medical triage support necessary to ensure safe, accurate & efficient operation of an acute care clinic. To assist the Executive Director with administrative work such as generating reports, budget maintenance, planning & scheduling.

  1. Clinic Flow: Function as the primary person for maintaining ease of flow for patients entering the clinic through discharge and follow up. Provide respectful and professional patient experience for all entering the UST Health Services. Create, change or cancel patient appointments using Electronic Health Records ensuring correct patient by checking UST student ID. Ensure patient is scheduled with appropriate level of health care provider and with established primary care provider. Maintain medical file management ensuring all required documentation is obtained and verified at time of patient appointment and at time of check in. Maintain electronic health record (EHR) management ensuring HIPAA privacy and security compliance, entering the correct patient, correct date of visit, appointment reason, current phone number, health insurance, identified primary care provider and acknowledgement of HIPAA privacy are completed in the EHR demographic field. Document all telephone encounters from patients and pharmacies directing communication to the appropriate level of health care provider.  Communicate effectively and efficiently with health care staff regarding urgent patient health care matters. On occasion, this person may be asked to room a patient for examination.
  2. Computer: Schedule patient appointments using electronic health record system, scan in outside records into correct EHR, order supplies & services, Telephone triage, sending electronic tasks to other members of the team as policies and procedures dictate: Scheduling patient appointments with appropriate level of health care provider (MA, RN, NP or MD). Resolving questions & concerns from students & parents regarding health care in accordance with HIPAA privacy & Security laws documenting communication in EHR. Schedule appointments with Director for non-medical meetings. Must have the ability to calmly & respectfully handle multiple incoming telephone lines and face to face patient / family encounters. Update web sites as needed.
  3. Maintain office supplies for clinic.   
  4. Office promotions and marketing: provide marketing and promotional assistance for office outreach and communications
  5. Other administrative tasks as assigned

This is a full-time, benefits eligible position. The University of St. Thomas offers a competitive and comprehensive benefits program, which includes medical, dental, vision, life, long-term care, legal, and disability insurance coverages. Offerings also include retirement plans, flexible spending accounts, a health savings account, and an employee assistance program. The University provides tuition remission to its employees, spouses, and dependents. In addition, the University values a healthy work/life balance and has generous provisions for paid time off.


Minimum qualifications: High school education or the equivalent and three years of clerical or administrative support experience, preferably in Higher Education.

Preferred qualifications: Bachelor’s Degree in a relevant field, and experience working in a comparable fast paced, independent work setting; experience working in a mental health clinic or medical setting.

Knowledge of:  Policies and procedures of the department; the use of specified computer applications involving word processing, data entry and/or standard report generation; MS Office Suite;  the use of specified computer applications involving the design and management of databases or spreadsheet files and the development of special report formats; interest in working with computerized systems such as Titanium, Outlook, and Banner; business arithmetic; principles and practices of budget development and administration ; applicable regulations, policies and statutes/ medical/psychological guidelines (i.e., APA, IACS, HIPAA); office administrative practices and procedures; business letter writing and the standard format for typed materials; record keeping principles and practices; correct business English, including spelling, grammar and punctuation; working knowledge and understanding of residence life operations and business processes;  techniques for dealing with the public, in person and over the telephone.

Skill in:  Performing technical, specialized, complex, difficult or basic technical office support work; skill in computer technologies, reading and explaining rules, policies and procedures; analyzing and resolving varied office administrative problems; problem analysis and resolution; ability to triage clients; ability to work effectively in a crisis situation; comfort with independent decision making in ambiguous situations; ability to remain calm, respectful, and focused in an intermittently chaotic environment; organizing, maintaining and researching office files; ability to maintain confidentiality; comfort with mental illness; composing correspondence independently or from brief instructions; compiling and summarizing information and preparing periodic or special reports; using initiative and independent judgment within established procedural guidelines; organizing own work, setting priorities and meeting critical deadlines; contributing effectively to the accomplishment of team or work unit goals, objectives and activities; establishing and maintaining effective working relationships with those contacted in the course of the work; superior communication skills.

Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good.  The successful candidate will possess a commitment to the ideals of this mission statement.

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires successful completion of a background screening.

The University of St. Thomas, Minnesota Human Resources Department advertises the official job listing on its website. If you are viewing this posting from a site other than “Jobs at St. Thomas”, the University assumes no responsibility for the accuracy of information.

The University of St. Thomas is an Equal Opportunity Employer

Special Instructions to Candidates:

Applicants will be asked to upload a resume to their profile and copy/paste a cover letter into the application.

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