Medical Data Specialist (Front Desk Receptionist)

SHS provides primary care services and health promotion to eligible students at Mason, including, but not limited to, initial and follow-up assessment, history taking, physical exam of patients, utilization of differential diagnosis, appropriate interventions, consultations, and referrals as indicated, and basic emergency treatment and stabilization. The Front Desk Medical Data Specialist is a key member of the Student Health Services administrative team, serving as the first point of contact for students and visitors.

Department: University Life - Student Health Services

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: On Site Required

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 03

Salary: Salary starting upper $40k, commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

About the Department:

Student Health Services (SHS) provides health care services at George Mason University. SHS provides primary care services and health promotion to eligible students at Mason, including, but not limited to, initial and follow-up assessment, history taking, physical exam of patients, utilization of differential diagnosis, appropriate interventions, consultations, and referrals as indicated, and basic emergency treatment and stabilization. SHS staff provide services to faculty, staff, and visitors as needed. SHS operates its main clinic at the Mason Fairfax campus and smaller clinics at the Mason Square (Arlington) and SciTech campus (Manassas).

About the Position:

The Front Desk Medical Data Specialist is a key member of the Student Health Services administrative team, serving as the first point of contact for students and visitors. This role helps ensure smooth operations by managing high-volume front-line services, to include:

• Coordinating patient check-in and check-out processes;
• Scheduling appointments and supporting clinical providers with calendar management;
• Maintaining electronic health records (EHR) in compliance with HIPAA and university confidentiality standards; and
• Serving as the primary point of contact for student inquiries and service navigation.

Responsibilities:

• Receives patients/students as they present to the clinic, and navigate them through the check-in and check-out process, ensuring a welcoming, efficient, and accurate experience;
• Collects, processes, and maintains patient records and clinical data in compliance with HIPAA and SHS policies;
• Completes medical record requests, scans documentation in a timely manner, and manages annual record archiving requirements;
• Reviews appointment schedules, billing documentation, and data accuracy, and identifies discrepancies and reports them to supervisors;
• Provides direct support for patients and staff regarding medical records and data inquiries;
• Serves as a backup administrative user for designated systems (e.g., Vonage, CareNet), and ensures triage documents are received and filed appropriately;
• Assists with data audits, reporting, and quality improvement initiatives to ensure compliance and operational efficiency;
• Generates standard and ad hoc reports for leadership review;
• Participates in monitoring online payment reviews, cash audits, and billing reconciliation to support accurate financial and clinical documentation;
• Coordinates with the Office Manager and Associate Administrative Director to ensure workflows, documentation, and communication processes run smoothly;
• Supports the upkeep of administrative tools, shared office resources, and clinic documentation systems;
• Participates in SHS committees, and contributes to quality improvement projects by analyzing data and proposing solutions;
• Assists with onboarding new SHS employees by preparing welcome materials and system access;
• Documents team meeting minutes and helps coordinate communication across administrative and clinical teams;
• Completes special projects as assigned, to support clinic operations, staff training, and team development;
• Supports divisional planning initiatives and other special projects as assigned;
• Actively participates in University Life divisional meetings, initiatives, and in-person events to stay connected with divisional and institutional priorities, and to foster a cross-unit collaboration;
• Participates in professional development workshops and training sessions for staff across the division to promote continuous learning and skill enhancement;
• Stays informed about best practices, research, and emerging trends in higher education and student support services to ensure SHS remains innovative and responsive to the evolving needs of the student body; and
• Performs other related duties as assigned.

Required Qualifications:

• High school diploma