Student Health Records & Student Health Insurance Coordinator
University Support Services, LLC, Great River, NY, United States
Student Health Records & Student Health Insurance Coordinator
The Student Health Records & Student Health Insurance Coordinator supports the administration and day-to-day operations of student health documentation and University-sponsored insurance programs. The role processes health records, manages insurance enrollments and waivers, maintains accurate documentation, and provides timely assistance to students. Working under departmental leadership, the Coordinator ensures students meet health and insurance requirements necessary for enrollment and progression while delivering professional and responsive customer service.
Essential Functions
Student Health Records Administration
Review and process student health documentation, including immunization records, medical histories, and clearance forms.
Track compliance for incoming, returning, and clinical students to ensure requirements are met within established deadlines.
Maintain accurate and organized electronic records in accordance with University policies and FERPA standards.
Communicate with students regarding missing documentation and required next steps.
Assist in preparing reports related to health clearance status.
Support audit preparation by organizing and verifying documentation as requested.
Student Health Insurance Administration
Assist with enrollment and waiver processing for the MGE-sponsored Student Health Plan.
Review waiver submissions to confirm required documentation is included in accordance with MGE guidelines.
Provide students with general guidance regarding insurance requirements, coverage standards, and waiver procedures.
Assist students with accessing the enrollment/waiver portal and submitting selections for each applicable term.
Process qualifying life events in accordance with plan guidelines.
Monitor and help resolve student health insurance holds through outreach and follow-up.
Partner with the Office of the Bursar to post insurance premiums to student accounts and update student status in relevant systems.
Maintain documentation of enrollments, waivers, and qualifying events for recordkeeping purposes.
Respond to student inquiries via email and phone within 24–48 business hours.
Insurance & Risk Support
Coordinate renter’s insurance enrollments and cancellations in collaboration with Housing and the designated broker.
Communicate no‑show cancellations to appropriate internal and external partners.
Assist with providing proof of malpractice insurance for students upon request.
Support monitoring of air evacuation enrollment for eligible students and travelers.
General Support & Collaboration
Work collaboratively with Student Services, Clinical Education, Housing, Bursar, and IT to ensure accurate record updates.
Follow established procedures for documentation, billing coordination, and compliance tracking.
Identify routine process issues and escalate concerns to leadership as appropriate.
Other Duties
Provide coverage for student health insurance and student health records as needed to ensure uninterrupted service to applicants, students, hospitals, and others.
Perform other duties and special projects assigned by leadership.
This description is not intended to be all-inclusive. This position may perform other related duties as required to meet the ongoing needs of the department/institution.
Knowledge, Skills & Abilities
Basic understanding of health documentation and insurance processes preferred.
Familiarity with FERPA and student privacy standards.
Strong attention to detail and organizational skills.
Ability to manage multiple tasks and meet deadlines.
Professional written and verbal communication skills.
Proficiency in Microsoft Office Suite.
Ability to learn and use student information and insurance management systems.
Strong customer service orientation and ability to work in a team environment.
Qualifications
Bachelor’s degree preferred.
1–3 years of administrative, student services, health records, or insurance-related experience preferred.
Experience working in higher education or healthcare settings is a plus.
Equivalent combination of education and experience may be considered.
Work Environment & Schedule
Full-time; Monday–Friday, 9:00 a.m.–5:00 p.m.
May require additional hours during peak registration or clearance periods.
Primarily office-based with regular computer use.
Key Outcomes (Performance Measures)
Student Experience
≥ 95% of student health and insurance inquiries responded to within 24–48 business hours.
Reduction in registration delays caused by health or insurance holds year-over-year.
Positive student satisfaction feedback related to clarity and responsiveness of health/insurance processes.
Compliance & Accuracy
≥ 98% accuracy rate in health record audits and insurance processing.
Zero major compliance findings in internal or external audits.
All required health clearances completed prior to clinical placement deadlines.
Operational Excellence
Partner on quarterly insurance invoice reconciliations completed accurately and on time.
Health and insurance holds reduced to minimal levels prior to each term start.
Timely processing (within established SLA) of qualifying events and waiver reviews.
Risk Management
100% documentation accuracy for malpractice and air evacuation coverage requests.
All renter’s insurance billing reconciled accurately with broker and Housing.
Demonstrated use of data to identify compliance trends and recommend corrective action.
The anticipated salary range is $46,750–$55,000 per year. The final salary offered may vary and will be determined based on factors such as job-related knowledge, skills, experience, location, and education of the successful candidate. This information is provided per NYS local law.
USS is an equal opportunity employer. As such, it is company policy to fill positions with qualified candidates regardless of race, color, sex (including sexual orientation and gender presentation), age, religion, ancestry, national origin, citizenship status, pregnancy, marital status, medical condition, genetic information, disability, status in the Uniformed Services of the United States (including veteran status) or status as a victim of domestic violence, except where there is a bona fide occupational qualification. This policy protects applicants and employees from discrimination in the hiring process.
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The Student Health Records & Student Health Insurance Coordinator supports the administration and day-to-day operations of student health documentation and University-sponsored insurance programs. The role processes health records, manages insurance enrollments and waivers, maintains accurate documentation, and provides timely assistance to students. Working under departmental leadership, the Coordinator ensures students meet health and insurance requirements necessary for enrollment and progression while delivering professional and responsive customer service.
Essential Functions
Student Health Records Administration
Review and process student health documentation, including immunization records, medical histories, and clearance forms.
Track compliance for incoming, returning, and clinical students to ensure requirements are met within established deadlines.
Maintain accurate and organized electronic records in accordance with University policies and FERPA standards.
Communicate with students regarding missing documentation and required next steps.
Assist in preparing reports related to health clearance status.
Support audit preparation by organizing and verifying documentation as requested.
Student Health Insurance Administration
Assist with enrollment and waiver processing for the MGE-sponsored Student Health Plan.
Review waiver submissions to confirm required documentation is included in accordance with MGE guidelines.
Provide students with general guidance regarding insurance requirements, coverage standards, and waiver procedures.
Assist students with accessing the enrollment/waiver portal and submitting selections for each applicable term.
Process qualifying life events in accordance with plan guidelines.
Monitor and help resolve student health insurance holds through outreach and follow-up.
Partner with the Office of the Bursar to post insurance premiums to student accounts and update student status in relevant systems.
Maintain documentation of enrollments, waivers, and qualifying events for recordkeeping purposes.
Respond to student inquiries via email and phone within 24–48 business hours.
Insurance & Risk Support
Coordinate renter’s insurance enrollments and cancellations in collaboration with Housing and the designated broker.
Communicate no‑show cancellations to appropriate internal and external partners.
Assist with providing proof of malpractice insurance for students upon request.
Support monitoring of air evacuation enrollment for eligible students and travelers.
General Support & Collaboration
Work collaboratively with Student Services, Clinical Education, Housing, Bursar, and IT to ensure accurate record updates.
Follow established procedures for documentation, billing coordination, and compliance tracking.
Identify routine process issues and escalate concerns to leadership as appropriate.
Other Duties
Provide coverage for student health insurance and student health records as needed to ensure uninterrupted service to applicants, students, hospitals, and others.
Perform other duties and special projects assigned by leadership.
This description is not intended to be all-inclusive. This position may perform other related duties as required to meet the ongoing needs of the department/institution.
Knowledge, Skills & Abilities
Basic understanding of health documentation and insurance processes preferred.
Familiarity with FERPA and student privacy standards.
Strong attention to detail and organizational skills.
Ability to manage multiple tasks and meet deadlines.
Professional written and verbal communication skills.
Proficiency in Microsoft Office Suite.
Ability to learn and use student information and insurance management systems.
Strong customer service orientation and ability to work in a team environment.
Qualifications
Bachelor’s degree preferred.
1–3 years of administrative, student services, health records, or insurance-related experience preferred.
Experience working in higher education or healthcare settings is a plus.
Equivalent combination of education and experience may be considered.
Work Environment & Schedule
Full-time; Monday–Friday, 9:00 a.m.–5:00 p.m.
May require additional hours during peak registration or clearance periods.
Primarily office-based with regular computer use.
Key Outcomes (Performance Measures)
Student Experience
≥ 95% of student health and insurance inquiries responded to within 24–48 business hours.
Reduction in registration delays caused by health or insurance holds year-over-year.
Positive student satisfaction feedback related to clarity and responsiveness of health/insurance processes.
Compliance & Accuracy
≥ 98% accuracy rate in health record audits and insurance processing.
Zero major compliance findings in internal or external audits.
All required health clearances completed prior to clinical placement deadlines.
Operational Excellence
Partner on quarterly insurance invoice reconciliations completed accurately and on time.
Health and insurance holds reduced to minimal levels prior to each term start.
Timely processing (within established SLA) of qualifying events and waiver reviews.
Risk Management
100% documentation accuracy for malpractice and air evacuation coverage requests.
All renter’s insurance billing reconciled accurately with broker and Housing.
Demonstrated use of data to identify compliance trends and recommend corrective action.
The anticipated salary range is $46,750–$55,000 per year. The final salary offered may vary and will be determined based on factors such as job-related knowledge, skills, experience, location, and education of the successful candidate. This information is provided per NYS local law.
USS is an equal opportunity employer. As such, it is company policy to fill positions with qualified candidates regardless of race, color, sex (including sexual orientation and gender presentation), age, religion, ancestry, national origin, citizenship status, pregnancy, marital status, medical condition, genetic information, disability, status in the Uniformed Services of the United States (including veteran status) or status as a victim of domestic violence, except where there is a bona fide occupational qualification. This policy protects applicants and employees from discrimination in the hiring process.
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