Admin/Scheduler, Psychiatry & Mental Health Services

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

The UC Irvine Student Health Center (SHC)is a comprehensive outpatient clinic staffed with licensed primary care physicians, psychiatrists, licensed clinical social workers, dentists, physician assistants, registered nurse practitioners, and registered nurses. Medical specialists from various disciplines including dermatology, orthopedics/sports medicine, gynecology, internal medicine, and ENT provide on-site consultation on a regular basis. Student Health also offers basic radiology and clinical laboratory services, insurance consultation, and an on-site pharmacy, making SHC a comprehensive and convenient clinic dedicated to serving students.

Under the general supervision of the Chief of Psychiatry and Mental Health Services, taking additional supervision from the Lead Mental Health Administrative Specialist, the Admin Scheduler, P&MH welcomes, receives, supports, and schedules patient appointments for patients seen by psychiatrists and social workers on the Psychiatry & Mental Health Service; provides administrative support and duties for the service, and has some limited back office support functions.

The Psychiatry & Mental Health Services Admin Scheduler, P&MH is a critical support position at the Student Health Center. Psychiatry and Mental Health conditions are often chronic and require continuity of appointment scheduling. Scheduling and reception staff often provide the first encounter for patients in person or by phone, and a friendly and professional demeanor and knowledge about UCI SHC eligibility, insurance, and service-specific processes are essential to the success of the patient experience while maintaining expected privacy and confidentiality regulations. Additionally, prompt and accurate documentation of patient service encounters in the electronic health record is critical. The incumbent will also be required to successfully interact with a wider range if individuals, including parents of students, managers, supervisors, Student Affairs officers and staff, and representatives from campus units, including UCI Health, and UCOP. In addition, the incumbent provides support and limited cross-coverage to service-specific Mental Health Administrative Specialists, Patient Navigators, Licensed Psychiatric Technicians, and aids scheduling coordination with other SHC Primary Care Service, nurse team, and other SHC specialties, including administrative staff. The incumbent is frequently called upon to handle large amounts of sensitive and confidential material with discretion, diplomacy, and tact.

Required:

• Detail-oriented with very good organizational and planning skills and ability to manage multiple tasks simultaneously; ability to work in a busy environment with multiple interruptions, following through on multiple matters simultaneously.
• Demonstrated judgment and ability to maintain patient confidentiality and privacy. Able to diplomatically inquire and assess individual patient/guest comprehension of presented information, adjusting content and style for absorbed comprehension within reasonable parameters
• Clinical knowledge and judgment sufficient to be able to schedule medical appointments appropriate to the patient's needs, with appropriate specialty & provider and length of appointment time.
• Experience in exercising independent judgement, tact, and diplomacy.
• Excellent written skills including composing, editing, proofreading entries for electronic health record and other correspondence, communications.
• Ability to manage "difficult customers" by phone and in face-to-face setting
• Strong customer service skills and ability to communicate clearly and tactfully with students, staff and other diverse groups of people including in-person, telephone, and e-communication etiquette.
• Ability to establish and maintain cooperative working relationships with clinicians, staff, and the public.
• High-level practice and knowledge of office-based productivity software, including Vizio, PowerPoint, Excel.
• Timely, accurate documentation and efficient organizational skills.
• Ability to understand and adhere to established appointment scheduling guidelines and workplace multi-step procedures.
• High level of skill entering data into computer while talking to patients and/or guests.
• Experience navigating and effectively using a large information database.
• Ability to learn new skills in response to workplace changes.
• High school diploma or equivalent experience

Preferred:

• Demonstrated working knowledge of medical terminology and ability to understand content of a medical record sufficiently to enter, record, file, and disseminate clinical messages and clinical documents in the EMR/EHR system.
• General knowledge about CPT, ICD-10, DSM5 TR.
• General knowledge about privacy, including FERPA, CMIA, HIPAA, state law.
• Knowledge about the different licensures, scope, and practice of various mental health care degrees, and clinical provider types.
• Experience working with electronic practice management system and electronic health records.
• Experience with data entry into office databases.
• General working knowledge of UCI campus, UCI Health operations
• Use of unit-specific practice management system and electronic health record
• SHC-specific policies, procedures, and established workflows
• BLS certification
• 3-5 year experience working exclusively in Mental Health practice setting with psychiatric physicians.
• 2-4 year experience as an assistant to management staff.

Special Conditions:

• This position's schedule is M-F and during traditional work hours, however, weekend or non-traditional work hours may be required for special projects or busy times of the year, or when strict deadlines must be met. In the case of extended hours, this position may be required to work those hours.
• Employment in this position is contingent upon successful completion of a Department of Justice (DOJ) Live Scan background check, verification and continued monitoring of licensure as it applies to the position, and successful completion of our background review or credentialing process, as appropriate to the position.
• The employee must comply with OSHA, CA/OSHA, and CDC recommendations and requirements regarding vaccination and testing of healthcare employees. This includes, but may not be limited to; current hepatitis B immunizations, annual flu vaccinations, and annual tuberculosis screening. The employee must comply with CDPH and UC COVID-19 Vaccine Policy, by providing proof of Full Vaccination or submitting a request for Exception.
• Per the UC Ethics Briefing, the employee is responsible for reporting any and all potential conflicts of interest to their supervisor in a timely manner.

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

The expected pay range for this recruitment is $29.40- $34.51 (Hourly).

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu.