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Position Details

Position Information

Announcement Number STAFF - VA - 26145

For questions regarding this position, please contact:

Jennifer Geiser

Patient Services Manager

406-994-2311 (tel:406-994-2311)

[email protected]

Classification Title Admin Assoc III

Working Title Patient Services Associate

Brief Position Overview

The Patient Services Associate manages the administration of medical records, ensuring accurate records management, compliance with healthcare regulations, and coordination of office policies related to records, scheduling, and payment reconciliation.

Position Number 4N1875

Department SWC Medical

Division University Health Partners

Appointment Type Classified

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation FOCUS-MFPE

FTE 1.0

Benefits Eligible Eligible

Salary $21.00 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

This position supports the functions of appointment scheduling, maintaining the electronic medical record, immunization compliance, cashiering, patient satisfaction and collaboration within the administrative team.

Duties and Responsibilities

+ Manage day-to-day standard operating procedures around medical self-check-in, and support team in transition.

+ Coordination of referrals withing Student Health Services and within the electronic health records software.

+ Overseeing standard operating procedures around consistency in code charges within the electronic health record ( HER ).

+ Adhere to SHS Patient Services protocol regarding medical records, patient scheduling, maintaining the computerized appointment system, cashier duties, and other related responsibilities as required.

+ Maintain confidentiality of medical information. Knowledge of HIPAA and FERPA . Ensure compliance with university protocols and state laws regarding immunization requirements.

+ Work cross departmentally with students and staff to ensure immunization compliance.

+ Process records for deceased and former students.

+ Process requests for immunization records to be sent to other campuses.

+ Electronically manage the medical provider schedule. This includes scheduling fill-in providers and designating breaks and other blocks for meetings, breaks and time off.

+ Attend committee and staff meetings; membership in committees, such as Quality Improvement or Infection Control.

+ Collecting payment and processing daily reconciliation of all charges.

+ Discuss medical insurance with patients when necessary.

+ Assist patients with questions about bills and receipts. Identify and resolve minor patient billing complaints.

Required Qualifications – Experience, Education, Knowledge & Skills

+ High school graduation or G.E.D. plus one year of full time (or part-time equivalent) entry to mid-level administrative support and/or clerical experience which includes receptionist, scheduling, and record keeping duties or an equivalent combination of relevant education and experience.

+ Demonstrated experience organizing and prioritizing multiple work loads, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional approach.

Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Knowledge of medical ethics regarding confidentiality and legal protocols.

+ Experience working in a medical office and electronic health records.

The Successful Candidate Will

+ The ability to learn large amounts of information and then apply it to maintaining electronic medical and immunization records.

+ The ability to develop a working knowledge of the Health Service’s organization and services, the basic rules governing visitors and patient treatments, and standard procedures, medical records, and medical terminology of the unit.

+ Consistently exercise initiative and good judgment.

+ Effectively operate work-related equipment.

+ Communicate effectively with employees and the public both in person and over the phone.

+ Establish and maintain effective working relations with co-workers and the public in a team-oriented environment.

+ Maintain and communicate confidential and sensitive information tactfully and professionally.

+ Perform detailed work with a high a level of accuracy.

+ Ability to operate with a growth mindset in a dynamic team oriented environment.

+ Excitement regarding the opportunity to open a new and modern health and wellbeing focused facility.

Position Special Requirements/Additional Information

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

Physical Demands

This position has supervisory duties? No

Posting Detail Information

Number of Vacancies 1

Desired Start Date Upon completion of a successful search.

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on October 8th, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.