CAPS Clinical Support Specialist

The Regents of the University of California on behalf of their Los Angeles Campus; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The Regents of the University of California on behalf of their Los Angeles Campus, through UCLA Counseling & Psychological Services (CAPS), seeks a professional administrative assistant to support clinical operations. You will handle student eligibility questions, referrals, and scheduling via the CAPS EMR with careful attention to confidentiality.

Responsibilities include coordinating room and equipment usage, screening calls, updating records, and routing inquiries to appropriate staff.

Qualifications

• High school diploma or equivalent; a degree is preferred.
• Ability to communicate professionally with students, faculty, and staff.
• Experience with patient electronic medical records systems is preferred.
• Strong organizational and problem-solving skills with minimal supervision.

Responsibilities

• Serve as a point person for student eligibility questions and verify registration information.
• Coordinate high-volume scheduling via the CAPS electronic medical record and manage calendars.
• Process referrals to approved providers, including scanning documentation and routing instructions.
• Screen and direct phone calls, update contact information, and ensure confidentiality.

Skills

Effective communication

Professionalism

Independent work

Critical thinking

Confidentiality

Empathy

Education

High School Diploma

4-year college degree (preferred)

Tools

EMR software

MS Office

Job description

Position Summary

Support the mission of UCLA Counseling & Psychological Services (CAPS) and the University by providing professional-level support as member of the UCLA CAPS clinical support team. Duties include a high level of patient confidentiality including: acting as a point person for student eligibility-related questions e.g. verifying registration information via campus mainframe system; transmission of outside referral information to approved providers including but not limited to scanning documentation, providing patient instructions for scheduling appointments, updating contact information for outside providers, and tracking of daily/monthly referrals. High-volume scheduling coordination, in-person and by phone using the CAPS electronic medical record, including but not limited to clinical template reconciliation, maintenance of group and individual calendars, checking/receiving/distributing voice messages and screening/directing phone calls to appropriate department/staff. Scheduling of departmental resources including equipment and space, for internal and external use.

Salary & Compensation

UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• Ability to communicate effectively and diplomatically with a diverse group of students, faculty, and administrators, both individually and in group settings (Required)
• In all interactions, demonstrates professionalism, diplomacy, courtesy, empathy, and sensitivity to the emotional and physical status of others. (Required)
• Experience with patient electronic medical records systems/software. (Preferred)
• Skill in working independently, thinking critically, and following through on assignments with minimal direction and supervision (Required)
• Ability to recognize problems and generate alternatives or offer solutions based on knowledge of CAPS procedures and existing guidelines (Required)
• General knowledge of student health policies and procedures, specifically as they relate to University student registration dates and deadlines and the UC Student Health Insurance Plan (UC-SHIP). (Preferred)
• Ability to handle confidential and sensitive information appropriately. - Required Communication skills (written, verbal) to convey accurate information to individuals at all levels of the organization. (Required)
• Skill in using a PC, and knowledge of software including MS Office. (Required)
• Organizational skills to prioritize work and meet deadlines when faced with competing requirements and frequent interruptions. (Required)

Education, Licenses, Certifications & Personal Affiliations

• High School Diploma or equivalent experience (Required)
• Degree from accredited 4-year college or university. (Preferred)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.
• CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Schedule

8:00 a.m. to 5:00 p.m.

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Blank%20Assistant%203%20(MI-DPT520000-JC004722-PD168915)