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Harvard University Health Assistant I in Cambridge, Massachusetts

60612BRAuto req ID:60612BRJob Code:403045 Health Assistant I Location:USA - MA - Cambridge Business Title:Health Assistant ISub-Unit:------------ Salary Grade ( :051Time Status:Part-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

  • One to two years of previous secretarial/administrative assistant experience.

  • Education beyond high school.

    Additional Qualifications and Skills:

  • Graduate of a business/secretarial school or Medical Assistant program.

  • Experience working with an electronic medical record.

  • Health care/patient service experience.

  • Excellent interpersonal, customer service, and organizational skills.

  • Proven strong verbal and written communication skills, along with the ability to problem solve and handle confidential information with discretion.

  • Good judgment, ability to identify and set priorities, multi-task, and consistently meet deadlines.

  • Knowledge of Microsoft Office applications.

  • Bilingual skills.

Additional Information: Harvard's generous paid time off benefits – including vacation, personal and sick time, holidays and leave for new parents – combined with a number of unpaid leave opportunities support a healthy balance of work and personal responsibilities.

Our paid time off includes:

  • 15 days of vacation per year for support staff, accrued at a rate of 1-1/4 days per month. Vacation time increases to 20 days per year after five years of service, accrued at a rate of 1-2/3 days per month. You may carry unused vacation days into the next year, with a 30-day maximum for those with less than five years of service and a 40-day maximum for those with at least five years.

  • 3 personal days annually offer additional flexibility in balancing work and life. Personal days are given on January 1 and must be used by December 31.

New employees receive personal days on a prorated basis depending upon start date: January 1-March 31 - 3 personal days; April 1-June 30 - 2 personal days; July 1-September 30 - 1 personal day.

  • 12 sick days per year, accrued at rate of one day per month. In addition to using sick days to care for yourself, you may use up to 12 days per year to care for a sick family or household member. Unused days may be carried over from year to year, up to a maximum balance of 130 days.

  • 12.5 paid holidays plus a Winter Recess during the week between Christmas and New Year

Department:Medical Area ClinicPre-Employment Screening:Criminal, IdentitySchedule: Monday, Wednesday, and Friday (7)

Thursday (8)

29 total hours

Job Function:Health Care Position Description:


  • As a member of the clinical care team, assures the safe and satisfactory care of patients.

  • Opens and closes the clinic according to written protocol.

  • Collects and records all payments including insurance co-payments, inoculations, fee for service, and medical equipment.

  • Successfully runs cash reconciliation reports and completes end of day/shift reconciliation as needed.

  • Schedules patient appointments utilizing all functions of the appointment system.

  • Completes all the necessary information in scheduling patient appointments.

  • Handles all emergency phone calls appropriately, efficiently, and according to emergency protocol.

  • Schedules outside tests for patients and obtains prior authorization as needed.

  • Assists providers in obtaining prior authorizations for prescriptions.

  • Responds appropriately to patient requests for medical record information.

  • Performs data entry.

  • Performs transcription and other general office responsibilities including typing and sending out letters.

  • Assists patients by providing directions, escorting, transporting, and ensuring their comfort and safety.

  • Sets priorities in organizing activities for the day.

  • Demonstrates flexibility when unexpected changes in assignment occur.

  • Identifies own learning needs and requests assistance from others when needed.

  • Documents care provided to patients using appropriate forms.

  • Communicates to other staff members/group leader and/or clinician prior to leaving unit for break or lunch periods and prior to leaving for the day in order to ensure appropriate unit coverage.

  • Demonstrates the ability to identify and respond to potential life threatening situations during telephone encounters.

  • Demonstrates universal precautions in all care delivery.

  • Prepares medical records ensuring that confidentiality is maintained.


  • Maintains patient confidentiality.

  • Demonstrates respect in all interpersonal interactions.

  • Works collaboratively with all members of the health care team.

  • Performs all personal business away from patients and all work areas.

  • Identifies own learning needs and requests assistance from others when needed.

  • Adheres to regulatory guidelines (e.g., DPH, OSHA).

  • Adheres to departmental and unit specific policies, procedures, guidelines and protocols.

  • Participates in orientation of new staff members.

  • Attends staff meetings and educational offerings required by the department.

  • Provides coverage to other areas as necessary.

  • Is punctual and prepared for duties at start of shift.

  • Is flexible and responsive to the needs of the clinic and department in regard to work schedule.

  • Demonstrates caring and willingness to help in all interactions.

  • Cooperates and complies with goals/projects of clinic and department.

  • Maintains professional conduct and appearance. ​​​​​​​


  • Provides care to the adolescent through utilization of the following:

  • Supplements explanations with reasons for “why?”

  • Encourages questions regarding fears.

  • Allows adolescent to maintain control.

  • Realizes there may be resistance.

  • Provides privacy.

  • Provides care to the adult patient through utilization of the following:

  • Recognizes anxiety regarding potential chances in lifestyle resulting from illness.

  • Provides education based on learning needs.

  • Provides care to the geriatric patient through utilization of the following:

  • Speaks distinctly due to loss of ability to discriminate sounds.

  • Slows pace of explanation due to slowed cognitive functioning.

  • Maintains a safe environment based upon physical and psychological function.


  • Adheres to the expectations and professional responsibilities of the department.

  • Employs the standards, practices, and procedures of the department.

  • Completes and complies with HUHS training requirements including HIPAA Privacy and Security.

  • Reports non-compliance incidents to the supervisor, manager, and/or Compliance Officer.

School/Unit:University Health Services EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Physical Requirements: As a condition of your employment at Harvard University Health Services, we request written documentation of the following:

  • Letter of good health from your personal health care provider

  • Most recent TB skin test (within past 3 months) or, if known skin test positive, documentation of previous chest x-ray, information about any past treatment

  • Documentation of immunity (positive antibody titers) for Measles, Mumps, Rubella, and Varicella.

  • Proof of appropriate past immunization for Measles, Mumps, Rubella, and Varicella.

  • Hepatitis B vaccine series – required for staff with possible exposure to blood or blood-borne pathogens.

  • COVID-19 Card – Vaccine and Booster.

    Harvard continues to place the highest priority on the health, safety and wellbeing of its faculty, staff and students, as well as the wider community. Information and details can be found via Harvard’s Coronavirus Workplace Policies website: .

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage:

Job Summary: As a member of the clinical team, the Health Assistant I provides assistance in delivering high quality health care and exceptional customer service in a busy ambulatory care clinic serving the Harvard community. Serves as the primary contact with patients and provides general administrative support to physicians, nurse practitioners, and nurses on the team. Duties include greeting and assisting patients at the clinic’s front desk, answering the clinic’s telephones and routing messages to providers, scheduling and confirming clinical appointments, tracking immunization history, coordinating referrals, processing incoming and outgoing clinical correspondence, maintaining files, processing and tracking outside referrals, and managing patient flow. Performs other related duties as needed.

Commitment to Equity, Diversity, Inclusion, and Belonging: Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.