Job Posting Title:

Administrative Associate, Scheduling & Support, TCHATT Operations, Psychiatry and Behavioral Sciences, Dell Medical School

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Hiring Department:

Department of Psychiatry

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Nov 05, 2024

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Position Duration:

Expected to Continue Until Aug 31, 2025

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Psychiatry and Behavioral Sciences at the Dell Medical School is seeking an Administrative Associate, Scheduling & Support, TCHATT Operations. This position has an end date of 08/31/25, renewable based upon availability of funding, work performance, and progress toward goals. Employees will work 40 hours a week Monday through Friday with flexibility and supervisor approval between the hours of 7AM-7PM.

Purpose

The Administrative Associate, Scheduling & Support, TCHATT Operations will assist the Texas Child Health Access through Telemedicine (TCHATT) program and related programs with conducting appointments to gather required documents and paperwork, creating and updating patient charts, scheduling telehealth appointments for patients in an electronic health record system, and other related duties.

Responsibilities

Schedule patient appointments as requested in collaboration with clinicians, school staff members and families via video calls, phone calls, and email.

Conduct appointments with school staff members and families to gather and review needed information and forms to create client charts in the electronic health records system.

Establish and maintain effective working relationships with the internal team at Dell Medical School and Dell Children’s Medical Team and external community and school partners. Navigate all contacts appropriately across multiple virtual platforms. Provide support and training for school partners on our internal processes and procedures.

Provide response and assistance to patients via electronic multi-media requests (email, chat, web, etc.).

Complete appointment confirmation calls, ensuring patients attend their appointment. Offer technical assistance and monitoring support for external partners.  

Manage clinician schedules in electronic platforms. Create manuals, instructional videos, workflows, and training materials.

Other duties as assigned

Required Qualifications

Bachelor's degree and one year of clerical experience at the Administrative Assistant level in a medical or mental health setting or high school graduation or GED, and five years of clerical experience in a medical or mental health setting, including one year of experience at the Administrative Assistant level. One year of full-time equivalent applicable experience may be substituted for each thirty semester hours of college credit earned, or vice versa; however, a minimum of one year of applicable experience is required. Capable of documenting patient communication and clinical chart notes accurately and appropriately. Excellent verbal and written communication. Exceptional customer service skills and phone etiquette. Ability to anticipate needs and follow through with internal and external customers. Ability to follow directions. Ability to communicate effectively in a clear, understandable, and professional manner with patients and healthcare professionals, including the ability to explain registration policies and procedures. Sound judgment in decision-making. Ability to maintain regular, reliable, and punctual attendance.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with data entry into electronic health record systems. Demonstrated ability to be flexible and adaptable to change. Proficient with at least one (1) virtual meeting system (eg, Zoom). Proficient with a least one (1) project management system (eg Smartsheet). Proficient in at least one electronic medical records system, eg, Athena. Knowledge of products, services, and best practices related to mental health service delivery via telehealth. Knowledge of HIPPA and FERPA regulations related to student services and mental health. Bilingual in English and Spanish. 

Salary Range

$41,000+ depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Occasional weekend, overtime and evening work to meet deadlines

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.