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Administrative Program adjunct: Veterinary Service Specialist:Oregon State UniversityJob description:Administrative Program adjunct: Veterinary Service SpecialistBookmark this Posting Print Preview | Apply for this JobPlease see Special Instructions for more details.To ensure full consideration, applications must be received by June 08, 2024. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to candidates.Applications will be reviewed located on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position. Cover letters are optional for this position and will not be used for evaluating your qualifications. Equivalent required practice is located on full-time equivalent (40 hours per week). PLEASE NOTE: If you have volunteer practice significant to this position, please include in the Employment History section and note length of time, average number of hours per week and major tasks. Typically, the starting income is at the lower end of the income range. For additional information Contact Us by: Chamber Delahunt chamber.delahunt@oregonstate.edu 541-737-6935 OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the capability to help us achieve our vision of a diverse and inclusive community. OSU will conduct a review of the National Sex Offender Public website prior to hire. OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide variety of lived practice including involvement with the justice system. This job has ?critical or security-sensitive? responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, Contact Us by OSU's Employee and Labor Relations team at E-Mail: employee.relations@oregonstate.edu. Position DetailsPosition InformationDepartment Vet Teaching Hospital (VTH) Classification Title Administrative Program Assist Job Title Administrative Program adjunct: Veterinary Service Specialist Appointment Type Classified Staff Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary This recruitment will be used to fill one full-time Administrative Program adjunct: Veterinary Service Specialist positions for the Lois Bates Acheson Veterinary Teaching Hospital in the Carlson College of Veterinary Medicine at Oregon State University (OSU). The Veterinary Service Specialist is an integral, valued member of the service care team comprising of Faculty, House agent(s), Certified Veterinary Technician(s), and Veterinary Service Specialist. The Veterinary Service Specialist is the communication bridge between service and client, service and referring veterinarian. This position is the first point of contact for referring clinicians and clients. The Veterinary Service Specialist is responsible for helping clients navigate the OSU Veterinary hospital system through triaging calls, scheduling consults (including coordinating pre visit records), coordinating follow up care, managing waitlist, processing invoices, checking clients in and out for scheduled appointments and answering client questions. Why OSU? Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply expertise, tools and expertise to build a better future for all. FACTS: • Top 1.4% university in the world • More research funding than all public universities in Oregon combined • 1 of 3 land, sea, space and sun grant universities in the U.S. • 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties • 7 cultural resource centers that offer education, celebration and belonging for everyone • 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates • 35k+ students including more than 2.3k international students and 10k students of color • 217k+ alumni worldwide • For more interesting facts about OSU visit: https://oregonstate.edu/about Locations: Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport. Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances. Total compensates Package: Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including: • Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents. • Free confidential mental health and emotional support services, and counseling resources. • Retirement savings paid by the university. • A generous paid leave package, including holidays, vacation and sick leave. • Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities. • Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program. Future and current OSU employees can use the Benefits Calculator to lgain more about the full value of the benefits provided at OSU. Key Responsibilities 50% - SERVICE COORDINATION: Coordinate and schedule patient consultations, patient referrals, and patient appointments and procedures. Adhere to call center service KPIs ensuring internal and external customer satisfaction. Greet clients upon arrival, checking them in and out for scheduled appointments and ensuring all financial paperwork is completed. Manage multi-line phone system and route calls accordingly. Schedule patient appointments and procedures with appropriate clinician located on the evaluation of the patient, nature of the patient's medical issue(s), urgency of patients condition and treatment, clinician's clinic, teaching, research schedules and other commitments, and the availcapability of hospital space. Work with a sense of urgency and accuracy when scheduling and admitting emergent or critical patients. Notify all appropriate care team members in a timely manner, ensures all necessary medical records are received before/at time of admission. Help coordinate care between interdepartmental services. Prepare client billing estimates at the direction of the service. Create and maintain electronic medical record (EMR) service calendars by meticulously adding clinician, house agent, technician, and CCVM student schedules 3-12 months at a time, and carefully adding/adjusting appointment timeslots 3-6 months at a time. Request patient medical records from referring veterinarians. Upload records into EMR. Alert service personnel when records have been received and uploaded into EMR. Ensure appropriate medical records have been received prior to patient appointments. Search Banner for existing IDs. Enter data into computer system and set up medical files. Assemble, organize, maintain, and retrieve medical records according to established protocols. Call answering service and retrieve messages for service, respond to messages or distribute to appropriate clinicians to address. Process all after-hours admissions from the close of the previous working day. Call/email clients to confirm appointments, providing visit instructions located on appointment type. 20% - SERVICE PROMOTION: Act as a service liaison for clients and referring veterinarians to ensure service delivery and customer satisfaction and respond to customer concerns and complaints. Assist with creation and disclosure of client estimates for services. Responsible for the timely and accurate documentation of all client calls and ensure process completion of al tasks. Receive incoming calls to schedule appointments, assesses the information provided by the owner to determine if medical symptoms reported are of a critical nature and determines the timeframe of when a patient needs to be seen. If needed, direct phone calls to the appropriate personnel for a decision to be made for an emergency appointment. 15% - ACCOUNTS RECEIVABLE: Support VTH Billing Specialist by assisting in the audit of client charges. tasks include processing invoices, ensuring proper fees were charged for services rendered, answering client and staff billing questions. Verify client account status in Banner, analyzes client payment history to ensure client is within OSU VTH financial compliance parameters. Collect deposits and process payments. Balance cash drawer and prepare nightly deposits. Review computerized entry of client charges from all hospital service areas. Computerized entry of all deposits, invoices and receipts for hospital cases and pharmacy dispensing. Maintenance of patient financial record. Review outstanding and pending charges. Disseminate billing information and provide clinicians with current billing status on an as requested basis. Prepare invoice. Process appropriate paperwork for signatures prior to release of animal patient, verify completion of financial record and other information as required. Prepare final accounting for discharge invoice and review charges with patient owner at time of animal discharge. 10% - REPORTING & COMPLIANCE: Perform real time auditing of medical records to ensure all required records have been received for the team prior to the appointment. Performs post visit auditing of medical records to ensure all hospital records have been completed by the service. Prepare and compile paper charts ensuring that each service has the proper forms. Confirm that discharges have been signed appropriately before sending to client and referring veterinarian. 5% - OTHER tasks AS ASSIGNED: Training opportunities are made available by way of online training (i.e. medical terminology, records maintenance, medical reception protocol, normal animal behaviors/how to spot abnormalities, etc.), as well as annual refresher trainings. Attends departmental meetings and remains current on clinic/departmental policies and procedures and accreditation standards. What We Require Three years of office practice which included two years at full performance level and practice generating documents; and Lead work responsibility or coordination of office procedures. What You Will Need capability to multi-task with a high level of attention to detail. capability to communicate effectively and professionally both verbally and in writing. capability to follow standard operating procedures and protocols. capability to interpret and comply with laws, rules, policies, and/or guidelines. This position is designated as a critical or security-sensitive position; therefore, the incumbent must prosperously complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. What We Would Like You to Have • Prior practice providing administrative support in a veterinary or healthcare setting. • Prior practice with complex patient care scheduling. • Prior practice interpreting and conforming to rules, protocols, and other guidelines surrounding billing practices. • Advanced expertise of specialty service protocols. • Basic medical expertise of animal disease processes and treatment options. • Prior medical records practice in an animal or human medical facility. • expertise of medical terminology. • practice or training in Banner SIS and FIS. • A demonstrable commitment to promoting and enhancing diversity. Working Conditions / Work Schedule This position requires extended periods sitting at a desk and talking on the phone. Incumbents may be stationed within the large or small animal reception area or within a call center. Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min income $18.57 Max income $27.69 Link to Position Description https://jobs.oregonstate.edu/position_descriptions/123876 Posting Detail Information Posting Number P04830CT Number of Vacancies 1 Anticipated Appointment Begin Date 07/22/2024 Anticipated Appointment End Date Posting Date 07/02/2024 Full Consideration Date 07/08/2024 Closing Date 07/16/2024 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified candidates Special Instructions to candidates To ensure full consideration, applications must be received by June 08, 2024. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to candidates. Applications will be reviewed located on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position. Cover letters are optional for this position and will not be used for evaluating your qualifications. Equivalent required practice is located on full-time equivalent (40 hours per week). PLEASE NOTE: If you have volunteer practice significant to this position, please include in the Employment History section and note length of time, average number of hours per week and major tasks. Typically, the starting income is at the lower end of the income range. For additional information Contact Us by: Chamber Delahunt chamber.delahunt@oregonstate.edu 541-737-6935 OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the capability to help us achieve our vision of a diverse and inclusive community. OSU will conduct a review of the National Sex Offender Public website prior to hire. OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide variety of lived practice including involvement with the justice system. This job has ?critical or security-sensitive? responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, Contact Us by OSU's Employee and Labor Relations team at E-Mail: employee.relations@oregonstate.edu. Supplemental QuestionsRequired fields are indicated with an asterisk (*).» * Please describe, in specific detail, your work practice in a fast paced, customer-driven, front office operation. (Open Ended Question) » * This position is for a front desk receptionist area where tasks include, but are not limited to: checking clients in and out, answering phones, and facilitating communication with the different service areas of the hospital. Describe the expertise you have that would be most utilized in this type of environment. (Open Ended Question) » * Please describe your cash handling practice (Open Ended Question) » * This position requires a minimum of 3 years of office practice, do you meet this qualification? Please answer Yes or No. » Yes » No Documents Needed to ApplyRequired DocumentsOptional Documents» Cover Letter » VETERANS ONLY: Must provide proof of Veteran Status (DO NOT upload any unrelated documentation - information uploaded to this field will be removed once reviewed) Skills:
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