Student Assistant - Health Record Tech

University of Georgia; Athens (GA); On-site; USD 14,000 - 19,000; Part time

Job summary

The University of Georgia is seeking a Student Assistant - Health Record Tech to support patient registration and health record maintenance at the University Health Center in the Athens area. You will verify eligibility, collect demographics, obtain consents, and ensure immunization records are complete for class registration.

The role involves data entry, scanning of records, and handling confidential information in accordance with HIPAA and FERPA.

Qualifications

• Register patients and verify eligibility for care at UHC.
• Provide courteous service and handle inquiries via in-person or phone communication.
• Maintain patient information accuracy and HIPAA confidentiality in daily tasks.
• Assist with health record documentation, immunization data, and forms as required.

Responsibilities

• Greets and registers patients of the University Health Center.
• Verifies eligibility for care at UHC.
• Verifies and updates demographic information (DOB, address, phone, email, emergency contact).
• Obtains HIPAA and Patient Agreement consents.
• Verifies Health History and TB forms and immunizations are current.
• Obtains and scans insurance information prior to visits and notifies office staff of updates.
• Scans and maintains lab and health records in the electronic system.
• Files hard copy information in date order for 30 days and retrieves records as needed.
• Processes emails and faxes for the RHI public folder.
• Evaluates immunization data to ensure records support student registrations.
• Sends secure messages to students lacking immunizations and explains additional requirements.
• Ensures releases of health information comply with HIPAA and FERPA regulations.

Job description

Position Information

Working Title: Student Assistant - Health Record Tech

Department: UHC-Registration & Health Info

Employment Type: Employee

Advertised Salary: $12.00 per hour

Anticipated Start Date: 10/26/2026

Posting Date: 09/29/2026

Location of Vacancy: Athens Area

Open Until Filled: Yes

Special Instructions

We are unable to offer a work visa sponsorship for this position. You must be authorized to work in the US to apply.

About the Employer

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

Equal Opportunity Statement

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([e-mail]).

USG Core Values Statement

The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02. Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Duties and Responsibilities

Patient Registration

• Greets and registers patients of the University Health Center.


• Provides friendly, courteous, and professional service to all customers who come into the Health Center or who call.


• Verifies eligibility for care at UHC.


• Verifies and updates all demographic information (including DOB, address, phone numbers, emergency contact and e-mail addresses).


• Obtains HIPAA and Patient Agreement consents.


• Verifies Health History Form and TB forms are completed, and all immunizations are recorded and compliant with requirements.


• Obtains/scans/verifies insurance information for all patients prior to the visit (insurance name, policy #, group #, and subscriber information).


• Instant messages business office staff when new insurance is added so it can be verified.


• Verifies active licensures for all outside lab orders before sending patient back to the lab.

Percentage of time: 50

Health Record Review and Maintenance

• Scans lab, immunizations, and other health information into the electronic record (matching name, date of birth, and UGA ID number)


• Files all hard copy information in date order for 30 days.


• Retrieves information promptly as needed.


• Processes emails and faxes sent to RHI public folder. (took out FONEMED)


• Evaluates Health Record components to include immunization requirements, health status reports, and other health documents.


• Accurately evaluates and enters all required and recommended immunization data into Point and Click to create the immunization record that will clear students for registration of classes.


• Sends secure messages, e-mails or calls to students who are lacking required immunizations.


• Instructs students correctly concerning additional information or immunizations that are needed.


• Verifies and modifies immunization holds in UGA student information system (Banner) as needed to facilitate accurate data and registration for classes.


• Enters in lab orders for specific titers needed for immunization compliance.


• Provides temporary/permanent exemptions when needed.

Percentage of time: 30

Administrative Task

• Answers incoming calls to the University Health Center and the department.


• Answers incoming calls within three rings, and identifies UHC, department and self; transfers calls to the correct department or person.


• Responds to telephone requests for information by following UHC procedures for verifying identity, maintaining confidentiality of protected health information, yet responding to the caller's needs.


• Releases health information according to UHC, GA law, HIPAA and FERPA regulations.


• Verifies written authorization for release of records.


• Processes requests for health records to patients, insurers, and other healthcare providers.


• Verifies all releases to assure they are within legal guidelines to include electronic signatures.


• Copies of records pertaining to the release.


• Double checks all records for Mental Health, STI or HIV related information which necessitates special consent prior to release.


• Logs all requests into PnC under disclosure section.


• Submit a bill if payment has not been sent previously.


• Follows up on any outstanding or problem requests.


• Maintains a 24-hour turnaround time on standard requests.


• Refers all requests from attorneys, production of documents, or subpoenas to department manager.

Percentage of time: 20