Job Description

Job Location: Hillsboro Professional Campus - OR
Position Type: Non-Exempt
Job Category: Faculty and Staff Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.
At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.
GENERAL DESCRIPTION OF POSITION:
Supervise front desk operations and patient registration at Pacific Ear Clinic in Hillsboro. Provide customer service to clients and administrative support to students, faculty, and staff. Support clinic leadership in administrative duties. The Clinic Coordinator is the voice, face, and point person for the people working at or receiving services from the clinic. The position is full time, in person, Monday through Friday, 8am to 5pm.
ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:
Front Desk and Daily Operations
- Supervise and oversee day-to-day front desk operations.
- Provide professional service for clients, students, directors, faculty, and supervisors.
- Upon arrival, prepare the clinic for daily business.
- Maintain an organized front office and records room.
- Process and distribute incoming mail and faxes.
- Purchase office supplies and manage leased office equipment and maintenance.
- Update and create office forms and announcements as assigned.
- Perform other related duties as assigned/needed by leadership.
- Attend staff meetings and other meetings as designated by leadership.
Patient/Client Management and Scheduling
- Serve as the main point of reception for patients, assisting with check-in and check-out.
- Operate a multi-line phone system according to clinic protocols.
- Manage the clinic schedule for all providers, including EMR templating and appointment scheduling.
- Schedule new and established patient appointments on the computerized scheduling system.
- Triage and accurately document telephone calls from patients, including urgent concerns and general inquiries directing them to appropriate staff/providers.
- Continuously monitor patient flow for optimum efficiency and to reduce patient wait time.
Registration, Financial, and Billing
- Manage and oversee registration of all new patients and patient account setup.
- Gather and record required patient information (demographics, insurance, etc.) and record  it appropriately.
- Confirm health insurance coverage to ensure accurate billing and effectively communicate financial obligations to patients.
- Responsible for coordination/ obtaining referrals and prior authorizations from insurance.
- Process outgoing patients, including collection of fees, insurance forms, follow-up appointments, EMR portal sign-up, and referral information.
- Reconcile clinic payments and deposits on a daily basis (running EMR end-of-day report, balancing cash/money receipts).
- Process deposits/transmittals to the Business Office; enter patient charges to the Business Office account.
- Manage insurance authorizations, denials, and requests for information.
Electronic Health Record (EMR) and Data Management
- Maintain expert-level EMR knowledge to help patients and clinical staff with appointments, payments, and secure communication.
- Process incoming patient forms (consents /records, health history) through the EMR system.
- Perform timely EMR scanning of documentation (outside provider records, labs, X-ray/imaging).
- Manage EMR upgrades serving as the designated “Subject Matter Expert” for the scheduling module and EMR  patient portal.
Confidentiality and Medical Records
- Support clinic leadership in all areas of HIPAA compliance and ensure the clinic space protects patient privacy by complying with HIPAA and state regulations.
- Serve as the Medical Records Technician—process and execute routine Requests for Information (ROI).
- Maintain records on closed files, coordinate file retrieval, and maintain records for files transferred to Iron Mountain Archives.
Supervision, Training, and Professionalism
- Lead role on clinical professionalism; assist clinic leadership to train and support students.
- Supervise, train, and schedule the student administrative assistant team (work-study students).
- Assist leadership  in tracking student professionalism and compliance with clinic policies.
Specialized/Other Functions
- Bilingual Spanish speaker to facilitate connections between Spanish-speaking patients and bilingual student clinicians, creating an environment that values diverse perspectives and backgrounds.
- Manage and oversee new patient intakes and connect new patients to providers.
- Performs other related duties as assigned.
- Assist in the maintenance and updating of clinic manuals.
JOB SCOPE:
The CC performs duties independently with some supervision, operating from specific and definite directions and instructions. The CC may at times be the only administrative presence at the clinic depending on leadership schedules.  Decisions are made within specific operational instructions and departmental guidelines, and work is checked on a frequent basis. Errors in judgment could affect the smooth and efficient operation of the office.
SUPERVISOR RESPONSIBILITY:
The CC is responsible for training and supervision of student front desk assistants.

QualificationsEDUCATION AND/OR EXPERIENCE:
BA degree preferred, administrative experience required. In particular, experience in customer service, managing financial transactions, and knowledge of HIPAA confidentiality standards. Healthcare experience is preferred.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:
- Experience preferred with computer programs/applications including Office XP, Word, Excel, Outlook, EMR systems, Box, Google Suite.
- Bilingual Spanish speaker is required.
- Excellent interpersonal skills and the ability to respectfully and effectively communicate with students, faculty, staff, and patients.
- Employees are expected to be at their designated workspace, ready to work, at their scheduled start time each day. Punctuality and consistent, daily attendance are critical requirements for this role.
- Demonstrated ability to format business and professional papers and correspondence, good spelling, grammar, and punctuation skills.
- Demonstrated ability to maintain confidential information according to HIPAA, University, department and professional guidelines.
- Must be self-directed, detail-oriented with demonstrated organizational skills.
- Demonstrates flexibility, resilience, and sound critical thinking skills when managing change and ambiguity.
- Ability to develop and maintain a positive, professional relationship with students, faculty, clients, staff and the general public.
- Able to multi-task, prioritize, be flexible and adjust to changing job demands throughout
- the day.
WORKING CONDITIONS:

Work environment is centered at the front desk of the clinic but also includes walking around the clinic and to other university departments.
PHYSICAL ACTIVITIES:
__Climbing  __Balancing  _X_Stooping  _X_Kneeling  _X_Crouching  __Crawling  _X_Reaching  _X_Standing
_X_Walking  __Pushing  __Pulling  __Lifting  _X_Grasping  _X_Talking  _X_Hearing _X_Repetitive motion
PHYSICAL REQUIREMENTS:
__Sedentary work  _X_Light work  __Medium work  __Heavy work  __Very Heavy work   __Visual acuity
APPLICATION PROCESS
To apply, please upload your resume,  cover letter and three professional references along with your Paycom application.  Persons who do not follow and complete the application process are not applicants and will not be considered for employment.
Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.
Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.
At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.
Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about how your background and skill set may qualify you for the role.
We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems, through an asset-based mindset so that everyone is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected, their contributions are valued, and they are provided opportunities to succeed.
COMPENSATION AND BENEFITS
We offer a comprehensive benefits package for qualifying employees. Current benefits include:
- Generous paid time off (for vacation, holidays—including winter break—and sick leave)
- Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
- Comprehensive dental and vision plans
- Generous retirement contribution after one year of service with no match required
- Free mental health appointments
- Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
- On-campus benefits, including free access to our sports facility and library
- Discounts on campus food, bookstore purchases, clinic services.
EQUAL OPPORTUNITY EMPLOYMENT
Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws, including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds, including those from historically underrepresented groups.
NOTICE OF NONDISCRIMINATION POLICY
Pacific University makes all employment decisions without regard to race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex, gender identity and/or expression, sexual orientation, military or veteran status, or any other characteristics protected by applicable law. Applicable laws include, but are not limited to, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, and the Americans with Disabilities Act of 1990. Questions or complaints may be directed to the Vice President for Academic Affairs at 2043 College Way, Forest Grove, OR 97116 or via email at provost@pacificu.edu.