Administrative Assistant (Closes June 21, 2024) at Crook County

COMPENSATION FOR THIS POSITION IS UNDER REVIEW

Summary

As a member of the Family Health Services group and under the general supervision of the Clinic Supervisor, this position provides the following duties in support of the department-wide mission to …provide fair opportunity for those in our community to achieve their full health potential:

• front desk reception: answers phones and directs calls, greets clients, makes appointments, notifies clients when scheduled
• clerical support for Crook County Health Department clinical services, and
• general front office clerical work.

This position has responsibilities organizing data and generating standardized reports; reviewing and reporting Medicaid Match data; fulfilling responsibilities as Deputy Registrar for Crook County.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Clinic Front Desk/Scheduling/Compliance

·         Locate EHR charts and review for needed information, ensuring information is accurate and within accepted time requirements

·         Monitor processes for collection, documentation, and communication of patient information, including insurance, scheduling reminders, billing, and information requests. Relay to Quality Improvement as needed

·         Assess need for interpreting and use resources available to ensure equitable care

·         Update information in computer through EHR

·         Send out reminders/call for reminders

·         Have client paperwork ready for clinic visit

Client Reception

·         Interview and create new client in OCHIN during initial visit

·         Interview client to complete needed paperwork

·         Educate clients regarding CCHD policies, consents, and HIPAA requirements

·         Provide clients information regarding their visit including various state programs that may cover the cost of visits or supplies

·         Prepare charts for clinic staff

·         Triage client appointment timing needs for walk-in clients and schedule clinic appointments appropriately

·         Communicate messages to clinic staff using EMR messaging system

·         Send in voter registration for family planning clients

·         Learn and follow immunization schedule for forecasting

·         Support Reproductive Health and Immunization Program Clerk

·         Forecast immunizations on state computer (ALERT system)

WIC Reception

·         Complete all require WIC training for reception

·         WIC Check-in

·         WIC Transfers as needed

·         Additional WIC duties as assigned by Supervisor

·         Prepare and issue WIC card to clients and educate clients on food package and use of card

General Reception

·         Answer phones in a timely manner, make appointments for accurate time frame and chief complaint, and route calls

·         Use professional message systems and communicate messages to appropriate parties

·         Greet and check-in clients for clinics

·         Assist clients with paperwork

·         Schedule follow-up appointments and check out clients

·         Act as a general resource for clients both on the phone and in person

·         Assist in making sure clients that need to pick up items are given the correct packages

·         Have current and correct knowledge and ability to explain fee schedule and estimate costs to clients

·         Assist with the handling of lab specimen pickup

CCHD County Fleet Management and Coordination

·         Overall management of all county vehicles assigned to the department

·         Ensure cars are cleaned on a regular basis; exterior as needed, interior detailed/cleaned at least annually

·         Start cars and allow to run to maintain battery life every 2 weeks when not being used regularly

·         Keep sign out calendar sheets current and future in notebook

·         Coordinate oil changes, tire, brake, and other maintenance as needed

·         Ensure emergency kits in each vehicle and stock appropriately

·         Alert Director of any issues with the fleet

Medicaid Match Coordinator

·         Work with department Director regarding participation in Medicaid Match

·         Distribute and collect cost pool participant forms monthly, insuring all are returned completed

·         Manually calculate salary and benefit reports each quarter

·         Data enter information from cost pool participants into state website database

·         Submit report for reimbursement each quarter to the state

·         Collaborate with Finance Manager to ensure state invoice paid in a timely and accurate manner

·         Participate in the Medicaid Audit

Vital Records – Deputy Registrar

·         Process death certificates daily

·         Process final dispositions daily or as often as received

·         Communicate with funeral homes collaborating to reconcile discrepancies with orders or payments

·         Build and maintain respectful and trusted working relationships with local and regional funeral homes

·         Direct clients needing birth records to the correct state resource

·         Train new employees as needed in all of the above

OCHIN Super User (Backup)/ Use of Alert IIs

·         Schedule blocking in OCHIN as needed

·         Provide general guidance and act as a resource for other team members navigating and troubleshooting both systems

·         Ensure EMR information accuracy

·         Coordinate scheduling appointments for clients through Mychart

·         Ensure clinic and provider schedule accuracy daily decreasing needs for clients reschedules and inconveniences

·         Ensure data entered in ALERT IIS accurately and timely (less than 1 business day)

·         Print vaccine records for clients as needed

·         Train new team members on systems as needed and within the scope of their defined role

Maternal Child Health Administrative Support

·         THEO data entry

·         Family Connects registration, scheduling, and data entry

·         Coordinate with nurse home visitors to place referrals and support follow-up

·         Help manage ingoing and outgoing educational and outreach materials 

Supply ordering

·         Primary responsible person for ordering department needs

·         Coordinate with staff and supervisors to ensure purchase forms are completed for each order accurately and timely, and fiscal reports and budgets are appropriately reflected

·         Receive Amazon orders and coordinate with supervisors to ensure packing slips are correct and submitted to the Finance Manager

·         Train new team members as needed how to follow purchasing procedures

·         Provide financial stewardship when searching for requested items and fulfilling requests

General Office Duties

·         Lock medical records room when closing for the day

·         Log on and off all computer systems

·         Process incoming and outgoing mail

·         Mail reminders or call clients

·         Maintain fax and copier paper supply

·         Balance cash register, lock money in the safe

·         Order all necessary forms from state.  Make forms in clinic as necessary

·         Assist coordinator with any needed outreach

·         Filing and typing as needed

·         Cross train in all public health programs

·         Referral and information resource for general public

·         Make appointments as needed

Role-Specific Office Duties

·         Maintain and develop forms for the department

·         Point person for designing Vista print forms, cards, other printed materials, and ordering Vista print supplies

·         Ensure copiers function properly and adequate supplies are present for use, trouble shoot problems and act as the point person for the copier company when service or issue needs addressed

·         Maintain onboarding and offboarding information

·         Maintain department inventories

·         Maintain staff training database and associated documentation

·         Support processing of leave requests and timesheets as needed

·         Enter Syringe Services Program data from intake forms into department database

Additional Duties

·         Training in IS100, 200, 700, 800 and additional classes as needed

·         Participate in the Public Health Accreditation process, QI, and performance management

·         Staff Meeting notes and documentation into shared drive

·         Coordinate the ordering and inventory management of CCHD provided swag in collaboration with the Leadership Team

·         Responsible for development, management, and accuracy of CCHD employee department provided inventory list of electronics and swag at hire, during employment and providing list to leadership as needed for personnel changes. 

Competencies

1. Technical Capacity
2. Business Skills
3. Financial Management
4. Initiative
5. Communication Proficiency
6. Work Independently
7. Time Management
8. Personal Effectiveness/Credibility
9. Ethical Conduct
10. Knowledge of Public Health Rules
11. Knowledge of Community Resources
12. Ability and skill in working with the public (upset clients)
13.  Ability and skill to contribute to a positive work environment.
14. Ability to maintain confidentiality.
15. Ability to work evenings and weekends as necessary in a public health emergency and travel when required.
16. Trained in Incident command Functions.
17. Ability to work in a fast-paced environment.

Performance Indicators

• Timely response to organization-wide initiatives and requirements (i.e. policy compliance, workforce surveys, training documentation)
• Timely submission of reporting requirements for each assigned program area, including Operational Plan outcomes recorded in VMSG database
• Utilization of Basecamp project management software to support department-wide initiatives including website and social media communications
• Timely and accurate submission of Medicaid Match report
• Successful completion of Medicaid Match Audit

Supervisory Responsibility 

This position has no supervisory responsibilities.       

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands

This is largely a sedentary role; however, some filing is required. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 25 pounds.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.       

Travel

Travel for training may be required.

Required Education and Experience

• High School Diploma with minimum of 4 years’ experience in a general office practice, electronic health record, computer data entry and customer service field
• Experience working in medical reception or billing
• Valid CPR card or ability to obtain
• OR
• Any equivalent combination of training, education, and experience that provides the required knowledge to perform the job

Preferred Education and Experience

• Associates Degree or equivalent (2 years) medical reception or billing experience
• Applied knowledge of EPIC (Electronic Health Record) computer system
• Experience working in public health or social service system
• 2+ years’ experience working in medical reception or billing

Additional Eligibility Requirements

• Must hold a valid Oregon driver’s license
• Able to complete a thorough employment and/or criminal history check
• Able to successfully pass a pre-employment drug test
• Final candidates will be required to provide official proof of college degree and certified transcripts (not required for all positions)

Safety Sensitive Requirements

This position is considered to be a safety sensitive position subject to drug screen(s) and adherence to all vaccine/immunity requirements for the healthcare setting. 

AAP/EEO Statement

• This position is ‘at-will’, and either Crook County or the employee may terminate the relationship at any time with or without cause.

• Crook County is an equal opportunity employer

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.