TITLE Clinic Assistant
CLASSIFICATION NUMBER 3095
IMMEDIATE SUPERVISOR Clinic Director, Communication Sciences and Disorders
MAJOR ADMINISTRATOR Head, Communication Sciences and Disorders
The Clinic Assistant coordinates the daily operations of the Speech-Language-Hearing Clinic by scheduling client appointments, preparing and maintaining electronic and paper client files and records on graduate student clock hours, preparing reports, maintaining the Clinic Director’s calendar, assisting in correspondence and contract management, preparing and processing University forms related to personnel and purchasing, monitoring the clinic budget, supervising support staff in managing the clinic operation, and performing other departmental duties.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education A high school diploma or equivalent is required.
Experience At least 3 years of general office experience is required; experience in a health care setting is preferred. Two years of specialized training or education beyond the high school level which emphasized the skills required for the position may be substituted for two of the three years of experience.
Skills Keyboarding and computer application skills (word processing, spreadsheets, database), are required. Strong oral and written communication skills are required. Must be able to operate electronic, photocopier, and other standard office machines, maintain complex filing systems and records, and make mathematical calculations and budget reconciliations are required. Supervisory skills and the ability to train and/or review the work of others are required.
Other This position requires extensive keyboarding and data entry.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Coordinates the daily operation of the clinic by taking requests for service, making client appointments, posting client appointment schedules, verifying third party payor eligibility/coverage, maintaining client clinical records electronically and on paper, and maintaining forms and supplies.
2. Facilitates compliance with accreditation requirements for clinical experiences of students and meets the needs of clients by assisting the Clinic Director in scheduling clients with students and supervisors and maintaining the database of student contact hours, disorders seen, ages of patients, category of service provided, observation hours, and staffings.
3. Assists the Director by processing externship contracts for student experience sites, maintaining contract information for each site, preparing and maintaining externship site files, and maintaining externship assignment information.
4. Contributes to the efficient operation of the clinic by supervising staff responsible for clinic files, billings, reception duties, and the Materials Center.
5. Serves as clerical support for the Clinic Director and clinic by preparing and processing correspondence, making appointments for the Director, ordering supplies, processing University forms, reconciling the clinic budget, assisting students and supervisors, and training and overseeing the work of temporary part time clerical employees and student workers.
6. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Clinic Director.
7. Helps to ensure the success of the clinic by performing other duties as assigned.
The Clinic Assistant is supervised by the Clinic Director and supervises temporary and student employees.
OFFICE OF HUMAN RESOURCES
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 4 - 500 Points: A combination of education and experience equivalent to a Level 4 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 3 - 220 Points: Considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events are required.
Factor 3: Responsibility for the Work of Others
Level 4 - 110 Points: Some supervision and training of small numbers of student or part-time workers is required where the nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level may also involve directing the work assignments of one or more permanent, full-time employees. Supervisory tasks may include providing input into hiring and employee evaluation processes, but the final decisions are made by other supervisors. The incumbent typically does not perform a full range of supervisory responsibilities, and supervisory duties typically involve relatively little time during the work day.
Factor 4: Guidelines
Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 3 - 105 Points: The purpose of contacts is to advise or counsel students or the general public, or to plan or coordinate work efforts with other employees who are working toward common goals and where relationships are generally cooperative. Contacts are moderately structured and routine.
Factor 6: Work Impact
Level 1 - 100 Points: Work activities normally address conventional problems or situations with established methods to supply other employees, students, or the general public with information, services, or products. Work directly affects the quality of services provided to other employees, students, or the public, but on a person-by-person basis. The services, information, or products provided have relatively minor effects on the welfare of the individual recipients of the work outcomes.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.