Health Services Assistant

Health Services Assistant

Department: Health Services

Status: Full-time

Who We Are
At Sertoma Star Services, we're on a mission to empower individuals with intellectual/developmental disabilities and those living with mental illness to reach their goals and lead fulfilling lives. With a strategic presence in South Chicagoland and Northwest Indiana, we proudly serve over 2,000 consumers through a diverse range of vocational, educational, therapeutic, and residential programs.
Sertoma Star Services' roots trace back to the merger of two dynamic social services organizations, New Star and Sertoma Centre combining over 125 years of expertise in providing cutting-edge, person-first services. Our united commitment is straightforward: to transform lives through delivering comprehensive services, choices, and opportunities to those we support in an environment that promotes self-advocacy and personal success.
By joining the Sertoma Star Team you will have a unique opportunity to challenge limits and change lives. Together, we can shape a brighter future for those we serve.

Your Role
The Health Services Assistant provides administrative and coordination support to the Lead Registered Nurse Trainer, CILA nurses, LPNs, and Health Advocates. Responsibilities include maintaining medical records, coordinating clinics and laboratory services, tracking required documentation, processing health-related communications, preparing medication records, and ordering supplies. The position supports timely, organized, person-centered healthcare services while working under the direction and delegation of licensed nursing staff.

Responsibilities
• Treat persons served with dignity and respect and support their independence, preferences, rights, and participation in healthcare decisions.
• Maintain confidentiality and protect health information in accordance with agency policies and applicable requirements.
• Maintain accurate and organized medical records, including filing, scanning, archiving, purging, and updating client information.
• Maintain assigned tracking systems for CBTA documentation, annual reauthorizations, appointments, laboratory work, medical orders, and other required follow-up.
• Notify the appropriate nurse of missing, incomplete, overdue, or time-sensitive health information.
• Coordinate medical clinics, healthcare appointments, laboratory services, specimen collection, and related paperwork as assigned.
• Process and route medical communications, including faxes, laboratory results, provider orders, referrals, and requests for information.
• Complete laboratory requests, contact providers or pharmacies for refills or records, and perform other follow-up tasks as delegated by an RN or LPN.
• Enter laboratory results and other health information into designated systems without independently interpreting findings or making clinical decisions.
• Compile, organize, and distribute monthly Medication Administration Record books and related documentation.
• Process medication error forms and maintain assigned tracking information for nursing review and follow-up.
• Order, receive, organize, and monitor medical, diabetic, and office supplies.
• Prepare medical packets, appointment documentation, emergency information, and other materials requested by licensed nursing staff.
• Create and maintain spreadsheets, client lists, and departmental tracking tools as assigned by the RNT.
• Assist nursing staff with routine CILA audits and other reviews by gathering and organizing requested documentation.
• Communicate respectfully and promptly with residential staff, Health Advocates, nurses, healthcare providers, pharmacies, laboratories, and all team members.
• Support efficient and safe Health Services office operations, participate in required training, and perform other duties as assigned.

Qualifications
• Education: High school diploma or equivalent required. Completion of a Medical Assistant, healthcare administration, or related training program is preferred.
• Experience: At least one year of administrative or healthcare-support experience in a medical, nursing, human services, or similar setting is preferred. Experience supporting people with intellectual and developmental disabilities or working in CILA services is strongly preferred.
• Credentials/Licensing: Medical Assistant certification or registration is preferred. Must obtain and maintain all training and credentials required by the agency for the position.
• Knowledge and Technology: Working knowledge of medical terminology, healthcare documentation, confidentiality, person-centered practices, and office record management. Proficiency with Google Workspace and Microsoft Office, including spreadsheets and electronic communication. Experience with QuickMAR, an EHR, eMAR, or another healthcare information system is preferred.
• Skills: Strong attention to detail, organization, time management, prioritization, data-entry accuracy, written and verbal communication, and follow-through. Must manage multiple deadlines while maintaining confidentiality.
• Judgment and Collaboration: Ability to work independently within assigned responsibilities, follow nursing direction and delegation, recognize when concerns require escalation, and collaborate effectively with persons served, coworkers, authorized families or guardians, and outside healthcare providers.

Benefits

• Generous paid time off
• 13 Paid holidays
• Medical/Dental/Vision Insurance Plans
• Employer Paid Insurance: Basic Life/AD&D and Long-Term Disability
• Employee Assistance Program
• 403(b) with company match
• Tuition assistance
• Eligibility for Public Service Loan Forgiveness
• Ongoing training and development opportunities

Health, Safety, and Culture
Sertoma Star is an equal opportunity employer that embraces the uniqueness of every person. Sertoma understands that in order for you to work effectively and be an advocate of inclusivity, we must foster an environment that is respectful and sensitive to persons of all gender identities and from every cultural, socioeconomic, ethnic, religious, and racial background. Our open-door, team-building concept supports both agency goals and employee success.

Pay Range: $22 - $25 per hour