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Medical Program Assistant

University of Wisconsin La Crosse
Wisconsin, United States
Salary Not Specified
Posted date
Jun 25, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Health Services, Other Student Affairs
Employment Level
Employment Type
Full Time
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Posting Details

Recruitment Number


Working Title

Medical Program Assistant

Position Type


Appointment Percentage



Student Affairs Division

Position Summary

Under general supervision of the Student Health Center ( SHC ) Office Staff Supervisor, the Medical Program Assistant is responsible for scheduling patient appointments, checking-in patients for appointments upon arrival, entering patients in the Electronic Medical Record ( EMR ) as needed and updating the EMR of patient health information ( PHI ) when needed. In addition to these responsibilities, this position answers phone calls at the SHC, takes messages and delivers them in a timely and correct manner, and any other duties as directed by the supervisor. The normal work schedule for this position is Monday through Friday, 8:00 a.m. to 4:30 p.m. during the 9 month academic year.

Description of College / Department / Program / Division / Unit

Student Health Center

Required Qualifications

• Minimum of high school diploma or equivalent.
• Demonstrated knowledge and experience in Microsoft Office (Word and Excel).
• Ability to learn new computer software programs.
• Demonstrated ability to use discretion and good judgement regarding confidential information.
• Excellent oral and written communication skills.
• Ability to work in a fast-paced environment.
• Ability to remain calm and professional under pressure.
• Ability to work independently.
• Ability to meet and work effectively with people across multiple levels of the organization.

Preferred Qualifications

• Previous medical office experience.
• Knowledge of medical office procedures and medical terminology.
• Experience using medical scheduling software.
• Ability to prioritize.

Physical Demands

• Frequent lifting of 10 lbs. or less.
• Sitting or standing at the front desk for extended periods of time.

Working conditions and environment

• No regular weekends and holidays.
• Evenings (4:30 p.m. to 7:00 p.m.) may be required for special events only

Miscellaneous Information

• The Medical Receptionist must develop constructive and caring professional relationships, characterized by:
o Respect for patients as individuals regardless of beliefs, culture racial/ethnic background, and sexual orientation or gender identity.
o Recognition and respect of patient rights.
• The Medical Receptionist is also expected to:
o Share responsibility with the SHC team for creating a work environment that emphasizes integrity, respect and professionalism.
o Work together with other team members to resolve conflict situations.


These are the job duties required for the position.

Responsibility Statement

Front desk/receptionist duties

Duties to Support Responsibility

• Greet patients and visitors.
• Make appointments via telephone and in-person.
• Receive, answer and transfer telephone calls to appropriate individual(s) in a courteous and professional manner.
• Retrieve voicemails and deliver messages as needed to appropriate individual(s).
• Respond to general inquiries regarding services, hours, patient billing and health insurance.
• Check in patients on the EMR .
• Screen and validate each student ID, update address, telephone and other pertinent records utilizing EMR .
• Have student complete an encounter form prior to seeing provider, if needed.
• Maintain confidentiality of PHI and other personal information at all times.
• Maintain a clean and well-organized front desk work space and reception waiting area.
• Monitor people entering SHC and report any suspicious activity immediately.
• Prepare charge slips for over-the-counter purchases.
• Take cash payments and charge slips to Health Information team for processing.
• Make and distribute photocopies of front desk forms as needed.

Percentage Of Time




Responsibility Statement

Student Health Center support

Duties to Support Responsibility

• Enter data into the Wisconsin Immunization Registry and/or Minnesota Immunization Information Connection.
• Check eligibility for Family Planning Only Service ( FPOS ) if indicated.
• Print daily schedules for physicians, nurses, and for lab staff.
• Sort incoming mail.
• Prepare out-going mail for pick-up.
• Take inventory and send requests for supplies to Office Manager as needed.
• Create, maintain, and modify patient charts.
• Enter patients in the EMR if they are new to the SHC .
• Update and verify patient phone numbers and addresses.

Percentage Of Time




Responsibility Statement

Additional duties and responsibilities

Duties to Support Responsibility

• Maintain SHC policy and procedures manuals and update/amend as needed.
• Comply with all departmental policies and procedures.
• Participate in ongoing education as directed.
• Train student employees to assist in the role of Medical Program Assistant and provide supervision of student employees as needed.
• Serve on department committees as needed.
• Attend annual HIPAA training.
• Other duties as assigned by supervisor.

Percentage Of Time




Posting Detail Information

Special Instructions

Posting Date


Close Date

Continuous Recruitment


Continuous Recruitment First Review Date


Position Contact Name

Don Hill

Position Contact Email
Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
  3. Reference Contact Information
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

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