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Administrative Specialist

Job ID: 37916
Location: Chapel Hill, NC
Facility/Division: UNC Medical Center
Status: Full Time
Shift: Day Job

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Job Description


Become part of an inclusive organization with over 40,000 diverse employees, whose mission is to improve the health and well-being of the unique communities we serve.

UNC Hospitals Audiology is seeking a full-time Audiology Assistant for our adult audiology clinics (Chapel Hill & Pittsboro) and hearing aid dispensing program. We are looking for a highly motivated and customer-service oriented administrative staff to assist with non-billable administrative and clinical tasks to maximize the time and productivity of the clinical audiologists. 

Responsibilities will include but are not limited to:

  1. Screening of incoming referrals to determine best appointment type
  2. Triaging of incoming calls/emails from patients regarding hearing aid needs or issues
  3. Schedule sign language interpreter, when needed
  4. Cleaning of audiology equipment, booths, and dispensing rooms between patients
  5. Preparing rooms and equipment for clinical visit
  6. Listening checks of equipment in booths
  7. Equipment maintenance and management of broken equipment: notifying all staff of issue(s), serving as point person for medical engineering and follow up to ensure that equipment is repaired
  8. Supply maintenance - responsible for inventory of supplies in hearing booths and hearing aid dispensing rooms, ordering supplies while monitoring budget, update status of POs for Purchasing, update POs and new FY budget
  9. Ordering of hearing aid literature and compiling information packets
  10. Ensure that patient education materials are stocked and displayed
  11. Processing prior authorizations for insurance (Medicaid, Managed Medicaid, Tricare, state programs)
  12. ensure approvals have been obtained prior to ordering/dispensing of hearing aid product
  13. Ordering of hearing aids, hearing aid accessories and ear molds
  14. Completion of registration, warranty and loss & damage forms
  15. Processing of incoming hearing aids and ear molds (checking in, labeling, scheduling patient for appointment or pick up)
  16. Scheduling hearing aid appointments
  17. Ensuring hearing aid orders are on track and ready for patient's appointment
  18. Mailing hearing aids/accessories/ear molds to patients
  19. Ownership of hearing aid walk-ins (ear mold tubing changes/trimming; hearing aid cleaning/checks; replacing receiver/wax filters) - includes documentation of actions taken for AuD to review and sign off on
  20. Charge review work queue - entry of hearing aid charges and review/clearing of all charges dropped by providers
  21. Supervise and maintain loaner hearing aid stock
  22. Drafting of letters of medical necessity and ensuring that they get signed by MD and processed by manufacturer
  23. Submit tickets for Cadence, Communications, ISD requests
  24. Provide clerical support as needed; assist with copying/faxing
  25. Picking up mail from external, outdoor mailbox daily
  26. Maintain audiology department files such as price lists, mailings, physician referrals, etc.
  27. Completion of Environment of Care (EOC) AMP tracing for respective clinic

Training Requirement

Following hire, employee will have requirements of successful completion of on the job training.


  • Excellent communication and interpersonal skills
  • Ability to understand, follow and communicate/relate oral and written instructions and pertinent information accurately
  • Basic understanding of the needs of the population being served
  • Ability to establish and maintain effective working relationships with patients, visitors, and other employees
  • Must be responsible, organized, detail oriented, and a quick learner
  • Must be proficient with computer skills; ability to learn and use UNCH computer system programs
  • Strong troubleshooting skills

Other Information

Other information:
Education Requirements:
● High School diploma or GED
Licensure/Certification Requirements:
● No licensure or certification required.
Professional Experience Requirements:
● Two (2) years of clerical or administrative experience
● If Bachelor's degree, no years of clerical or administrative experience
● If Associate's degree, one (1) year of clerical or administrative experience
Knowledge/Skills/and Abilities Requirements:
● Customer Focus: makes the customer and their needs their top priority and goes the extra mile to satisfy their customers. Demonstrates the ability to resolve customer problems. Technical expertise: understands the technical aspects of one’s job. Effectively uses Microsoft office products in order to produce reports and documents. Demonstrates the ability to learn and master the scheduling system as appropriate Coachability: Receptive to feedback, willing to learn and embraces continuous improvement Accountability: Manages performance to meet expected results. Works to meet the internal/external customer requirements. Fiscal responsibility: Understands the insurance process and seeks to make the best decision/referral in the interest of the customer. Understands the relationship of the budget and resources to the strategic plan. Coaching: Shares information, advice and suggestions to help others to be more successful. Provides appropriate support and acts as a resource depending on the situation and capabilities of the employee. Conflict Resolution: Uses appropriate interpersonal styles and methods to reduce tension or conflict between two or more people. Finds agreement on issues and follows through on implementation Solving Problems: Uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.

Job Details

Legal Employer: STATE

Entity: UNC Medical Center

Organization Unit: Audiology-Carolina Crossing 

Work Type: Full Time

Standard Hours Per Week: 40.00

Work Schedule: Day Job

Location of Job: US:NC:Chapel Hill

Exempt From Overtime: Exempt: No

This is a State position employed by UNC Health Care System. 

This is a State position employed by UNC Health Care System.
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Diversity Statement

The UNC Health System and the UNC School of Medicine are committed to valuing all people throughout our organization, regardless of background, lifestyle, and culture. A diverse and inclusive work environment for staff and culturally appropriate care for our patients, are essential to fulfilling our UNC Health vision of improving the health of all North Carolinians.

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