Program Assistant

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Position Summary:

Florida Atlantic University is seeking a Program Assistant. - Boca Raton, FL.

The Front Office, Program Assistant, reports directly to the Front Office Coordinator, and is responsible for executing tasks to facilitate the smooth flow of patients through the clinic, from point of inquiry through to check-out, in a HIPAA compliant, professional, and welcoming manner.

Summary of responsibilities:

Scheduling

• Schedule appointments appropriately based on the following factors: patient availability; urgency of symptoms; clinic priorities; and the availability of medical and dental staff. Develop a thorough understanding of where and how information is stored in multiple Electronic Health Records systems to identify whether a patient is eligible for services. Apply a working knowledge of insurance plans accepted by SHS to verify patients’ medical and/or dental insurance status and obtain plan details to ensure that patients are billed correctly. Consider the type of visit being scheduled to direct patients on next steps, such as completing appropriate intake forms and how to navigate the patient portal.

Check-in and Check-out

• Verify that appropriate intake forms have been completed and that appropriate identification and insurance documents are on file.  Assess whether late arrivals can be accommodated. For walk-in patients, use professional judgement to decide whether to schedule a triage, schedule an appointment, or consult the nursing team for further advice. At check-out, schedule follow-up appointments as necessary.

Task Monitoring

• Monitor assigned tasks in multiple Electronic Health Records Systems.

Immunization Compliance

• Answer questions from prospective students on immunization compliance requirements and report any common barriers faced by students to the Front Office Coordinator.

Patient Document Management

• Review all faxes received through electronic inboxes in multiple Electronic Health Record Systems and assign appropriately. Interpret out-of-hours nurse reports received via fax and assess whether the chief complaint is clinical or administrative in order to assign to the correct team. Review radiology reports received via fax and attach to the original radiology order to ensure timely and accurate communication of results. Scan and index any paper-based patient documents, as well as electronic documents sourced from outside the Electronic Health Records Systems’ ecosystems.
• Other job related duties as assigned.

Minimum Qualifications:

A high school diploma and five years of appropriate experience required. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Salary:

$18.78 per hour.

College or Department:

Division of Student Affairs: Student Health Services

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8am - 5pm. Some nights and weekends as required.
This position is an in-person role on the Boca Raton Campus with travel to Jupiter and Davie campus, as needed.

Application Deadline:

2025-04-28

Special Instructions to Applicant:

This recruitment has been reopened; all previous applicants are still under consideration and need not reapply. This position may close without prior notice.
APPLICATION DOCUMENTS REQUIRED:
Resume

OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.

PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.

REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact Human Resources at 561-297-3057. For inquiries concerning employees, job applicants or other available accommodations, please email [email protected] or call the Office of Civil Rights and Title IX at (561) 297-3004.