Job Description

The Clinic Operations Assistant supports the administrative operations of the Campus Health Center by coordinating front office workflows, insurance billing and revenue cycle processes, and administrative purchasing activities. This position ensures efficient patient access services, accurate insurance processing, and effective coordination of administrative systems that support the delivery of high-quality care to students. Working closely with clinical staff, front desk personnel, and university administrative offices, this role promotes efficient clinic operations, supports compliance with healthcare regulations, and helps maintain a positive and welcoming environment for students seeking health services.

Job Type:

Professional Support Staff

Job Classification & Benefits:

Essential Functions:

• Coordinate daily administrative functions of the Health Center to support efficient patient access, front office operations, and overall clinic workflow.

• Provide front desk coverage as needed, including greeting students and visitors, answering phones, responding to inquiries, checking patients in and out, and directing individuals to appropriate resources or services.

• Support consistent and accurate patient registration, appointment scheduling, and front desk workflows, including maintaining accurate patient insurance information and required billing documentation.

• Maintain administrative components of the electronic health record (EHR) system related to patient access, scheduling, and billing processes.

• Coordinate with clinical staff to promote efficient patient flow, communication across clinic services, and supply ordering needs identified through inventory monitoring.

• Serve as lead for insurance billing operations, including coordination of claim submission, insurance verification workflows, and billing documentation requirements.

• Monitor billing activity and assist in resolving insurance claim issues, denials, discrepancies, and complex patient service concerns related to billing or insurance.

• Coordinate with external billing partners, insurance providers, university financial offices, internal departments, and vendors to support clinic operations.

• Assist in managing administrative purchasing processes, including preparation and tracking of purchase orders, vendor invoices, and reconciliation of charges to ensure timely and accurate payment.

• Collaborate with university finance offices to ensure compliance with purchasing, payment procedures, and institutional policies.

• Assist with maintaining compliance with healthcare regulations and institutional policies, including HIPAA requirements.

• Support the development, implementation, and continuous improvement of administrative procedures, front office workflows, and operational efficiencies.

• Serve as a resource for front desk staff in resolving operational questions and patient access issues.

• Assist with operational reporting, data collection, and analysis related to administrative, billing, and clinic processes.

• Participate in professional development, training, special projects, and operational initiatives.

• Perform other duties as assigned by leadership.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request.Seewww.gvsu.edu/equalopportunity/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).

Grand Valley State University is an Antidiscrimination/Equal Opportunity Employer, which includes providing equal opportunity for protected veterans and individuals with disabilities. University policy extends protections to additional identities.

Equal Employment Opportunity The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at [email protected] or 502.852.6258. Assistance and Accommodations Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208. If you require assistance or accommodation with our online application process, please contact us by email at [email protected] or by phone 502-852-6258. About the University of Louisville In 2023, the University of Louisville celebrates its quasquibicentennial, the 225th anniversary of the 1798 beginnings of higher education in Louisville. One of the nation’s first city-owned, public universities, UofL today is a vital ecosystem that creates thriving futures for students, our community and society. As one of only 79 universities in the United States to earn recognition by the Carnegie Foundation as both a Research 1 and a Community Engaged university, we impact lives in areas of student success and research and innovation, while our dynamic connection with our local and global communities provides unparalleled opportunities for students and citizens both. The university serves as an engine that powers Metro Louisville and the commonwealth and as a classroom for UofL’s more than 23,000 students, who benefit from partnerships with top employers and a wide range of community service opportunities. To learn more, visit louisville.edu. The University of Louisville is a public university in Louisville, Kentucky. It is a member of the Kentucky state university system.