Health 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 Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

HUHS

Harvard University Health Services (HUHS) 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.

The Health Assistant II provides clinical and administrative support according to coverage needs. Clinical duties include, but are not limited to preparing examination rooms, performing EKGs and waived testing, administering immunizations, maintaining patient flow, providing patient instruction regarding preparation of tests/procedures, preparing medical records ensuring that confidentiality is maintained, and assisting clinicians during examinations and minor procedures. Administrative duties include assisting patients on the phone and in person, checking patients in and collecting copays, scheduling appointments (including outside tests), and other general office responsibilities, including sending out letters and routing messages to clinicians.  Performs other related duties as required. 

Job-Specific Responsibilities:

Administrative:

• As a member of the clinical care team, assures the safe and satisfactory care of patients.
• Opens and closes the clinic according to written protocol.
• Collects and records all payments including insurance co-payments, inoculations, fee for service, and medical equipment.
• Demonstrates the ability to schedule patient appointments utilizing all functions of the appointment system.
• Completes all the necessary information in scheduling patient appointments. 
• Knowledgeable about and able to articulate insurance limitations to patients understanding when to refer patients to Member Services.
• Handles all emergency phone calls appropriately, efficiently, and according to emergency protocol. 
• Schedules outside tests for patients.
• Appropriately sorts and distributes lab results to clinicians.
• Responds appropriately to patient requests for medical record information.
• Performs data entry.
• Performs general office responsibilities including typing and sending out letters.
• Assists patients by providing directions, escorting, transporting and ensuring their comfort and safety.

Clinical:

• Sets priorities in organizing activities for the day to assure excellent patient care in conjunction with the clinical team and group leader.
• Demonstrates flexibility when unexpected changes in assignment occur.
• Identifies own learning needs and requests assistance from others when needed.
• Documents care provided using appropriate forms.
• Communicates to other staff members/group leader and/or clinician prior to leaving unit for break or lunch periods and prior to leaving for the day in order to ensure appropriate unit coverage.
• Maintains adequate inventory of exam room supplies.
• Monitors expiration dates of relevant supplies.
• Maintains adequate preparation of examination rooms at the beginning and end of the day and between each patient contact.
• Completes and documents daily exam room surveillance checks.
• Demonstrates skill and proficiency in maintaining patient flow.
• Demonstrates the ability to identify and respond to potential life threatening situations during telephone encounters.
• Demonstrates universal precautions in all care delivery.
• Demonstrates principles of medical asepsis through proper hand washing techniques, proper handling and disposal of infectious wastes, and proper handling of specimens. 
• Adheres to policy and procedure regarding handling and processing of all specimens.
• Assists clinicians with pelvic examinations and pap smears.
• Provides patient instruction regarding preparation of tests/procedures.
• Carries out proper procedure for reporting faulty equipment. 
• Monitors PPI insuring nothing is viewed by patients or unauthorized personnel.
• Communicates abnormal findings/changes in patient status to appropriate team member.
• Maintains current CPR recertification.
• Administers immunizations.
• Performs EKGs.

Competencies:

• Demonstrates the ability to obtain and document accurate vital signs including temperature, blood pressure, pulse and respiratory rate. 
• As requested, accurately performs and documents postural vital signs.
• Accurately performs and documents visual acuity testing.
• Demonstrates knowledge and skill necessary to perform waived testing. Demonstrates the ability to fit patients with canes or crutches and instruct them in the correct use of these devices.
• Demonstrates the ability to set up an oxygen delivery system. 
• Demonstrates the ability to set up nebulizer equipment.
• Demonstrates the ability to perform and document pulse oximetry.
• Demonstrates the ability to recognize a negative PPD skin test result.

Age Specific Competencies:

• Provides care to the adolescent through utilization of the following:
• Supplements explanations with reasons for “why?”
• Encourages questions regarding fears.
• Allows adolescent to maintain control.
• Realizes there may be resistance.
• Provides privacy.

Provides care to the adult patient through utilization of the following:

• Recognizes anxiety regarding potential chances in lifestyle resulting from illness.
• Provides education based on learning needs.

Provides care to the geriatric patient through utilization of the following when appropriate:

• Speaks distinctly due to loss of ability to discriminate sounds.
• Slows pace of explanation due to slowed cognitive functioning.
• Focuses objectives directly in line of vision due to decreased visual acuity.
• Maintains a safe environment based upon physical and psychological functions.

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:

• Graduate of medical assistant program with certification
• Two years of patient service experience

Additional Qualifications and Skills:

• Administrative experience in a healthcare environment
• Knowledge of Microsoft Office applications
• Excellent interpersonal, organizational, and communication skills
• Good judgment, ability to identify and set priorities, multi-task, and work well with deadlines
• Ability to handle confidential information with discretion
• Willingness to learn new skills and to work as part of a team in a changing environment
• Bilingual skills preferred

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Criminal, Identity, Healthcare Sanctions Level 3

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Work Format Details

This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. 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 052. 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.