Staff Assistant II

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Health Services (HUHS)?

Harvard University Health Services (HUHS), part of Harvard Central Administration, is the on-site multi-specialty medical practice and health administration for the Harvard community. It provides care to students, faculty, staff, eligible post-docs, retirees, and their dependents. HUHS also manages two university-owned health plans, HUGHP (for faculty and staff) and SHIP (for students), and collaborates with other departments to address public health needs.  Learn more about HUHS at https://huhs.harvard.edu/ and about CADM at https://evp.harvard.edu/units-and-departments.

Reporting to the Practice Manager, the HUGHP Behavioral Health staff assistant is responsible for the workflow at the front desk, serves as the primary contact with patients, and provides administrative support to the BH providers. Duties include greeting and assisting patients in the clinic, answering the clinic’s telephones, scheduling and confirming clinical appointments, routing messages to providers, processing incoming and outgoing clinical correspondence, maintaining files, processing and tracking  referrals, managing patient flow, collecting co-payments, serving as a liaison to the billing department, maintaining wait lists, assigning triage, processing insurance prior authorizations for medications, and problem-solving IT issues for clinical staff.  As a collaborative team member, the Staff Assistant II facilitates access to health care and continuously strives to improve services provided, providing excellent customer service.  Performs other related duties as needed.  

Job-Specific Responsibilities:

• Provides a variety of patient-centered services. 
• Prepares medical records for release of information ensuring that confidentiality is maintained.
• Makes appointments, ensuring patient eligibility following proper protocols.
• Checks in patients and collect co-payments.
• Distributes mail.
• Makes copies of charts and materials for the department.
• Performs data entry.
• Performs scanning of materials that are filed in the electronic record.
• Archives records and files.
• Performs transcription and other general office responsibilities such as typing and sending out letters, e.g., treatment referrals, patient satisfaction surveys, clinic schedules, room’s schedules, forms, etc.
• Assists clinicians with the hospitalization of patients by calling the ambulance, making copies of permission paperwork, etc. 
• Assists with special projects, e.g., health fairs, website, referral project, HUGHP workgroup, etc.
• Has a working knowledge of HUGHP, HUHS and BC/BS insurance issues.
• Assists with the processing of BC/BS patent authorizations and claims and problem solve with BC/BS representatives when issues arise.
• Serves as a liaison to billing department.
• Maintains wait list and assigns triage.
• Processes insurance prior authorizations for medications, and problem-solves IT issues for clinical staff.

Professional/Team Workplace Accountability:

• May be required to provide coverage for other areas.
• Follows department policies and procedures for communicating and organizing information and carrying out protocols.
• Attends staff meetings and educational offerings required by the departments.
• Performs related duties as required.

Compliance:

• Adheres to the expectations and professional responsibilities of the department. 
• Employs the standards, practices, and procedures of the department. 
• Completes and complies with HUHS training requirements including HIPAA Privacy and Security. 
• Reports non-compliance incidents to the supervisor, manager, and/or Compliance Officer.

Basic Qualifications:

• High school diploma or equivalent required. 
• Minimum of one year of administrative support or related professional experience. 

Additional Qualifications and Skills:

• Excellent interpersonal, customer service, organizational, and Microsoft Office skills. 
• Experience in patient services, transcription, and/or Blue Cross Blue Shield (BC/BS) authorization processes preferred. 
• Strong verbal and written communication skills, with the ability to effectively resolve problems and handle confidential information with discretion. 
• Demonstrated sound judgment, strong attention to detail, and the ability to prioritize competing responsibilities, manage multiple tasks simultaneously, and consistently meet deadlines in a fast-paced environment. 
• Bilingual language skills are a plus.

Standard Hours/Schedule: 35 hours per week. Fully on site position.

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Criminal, References

Other Information: This position has a 3 month orientation and review period

Work Format Details

This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 051. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.