Current jobs related to Administrative Secretary - Westmoreland - County of Pottawatomie

POSITION SUMMARY:

Under the supervision of the Pottawatomie County Health Department Office Manager/Medical Biller, the

Administrative Secretary/Receptionist is a non-exempt position under FLSA. Employee performs

general clerical and secretarial duties as the primary duties. Along with maintenance of all Health

Department medical records

ESSENTIAL FUNCTIONS (required):

1. Greets all public that enters the building, checking in clients and checking out client in electronic health record;
2. Answers incoming telephone lines and directs callers: takes clear messages for staff, schedules appointments and maintaining the schedule in the electronic health record;
3. Maintains medical records in an efficient and orderly manner; along with the storage, retention of the records according to the Records and Retention Documentation Handbook, and shredding of medical records;
4. Sends reports to appropriate agencies, schools, parents or any one requesting information that has an authorization for the information to be sent;
5. Performs daily data entry of immunizations into computer system and medical records working closely with Kansas Department of Health and Environment to keep the statewide immunization tracking system accurate and operating;
6. Makes up new charts and consolidates charts for programs along with scanning the information into the Electronic Health Record for permanent storage. Keeps in strict confidence any information included in the Medical Records at the Health Department;
7. Provides clinic assistance and information to clients, and forwards health education questions to the appropriate nurses;
8. Collect fees, according to sliding fee scale and Health Department Policy and give receipts; receipts in all funds that come to the building for health department or emergency medical services;
9. Maintains clients’ paperwork in an orderly manner;
10. Prepares clinics by checking for supplies, start-up cash, phone, and the receipt book. Loads and unloads supplies for satellite clinics;
11. Registers and logs in clients at office, school-based and satellite immunization clinics;
12. Collects consent forms and pulls client records;
13. Performs daily mail trips to the post office as needed by walking. Opens and sorts mail;
14. Must have and maintain a valid driver’s license.

MARGINAL FUNCTIONS

1. Maintains department’s inventory of office supplies;
2. Performs other routine administrative duties such as data entry, filing, typing correspondence and records management;
3. Maintains reception area and waiting room in a neat and orderly condition. Includes wiping surfaces daily;
4. Assists with Health Department program audits as directed by nursing leads;
5. Prepares monthly or quarterly program reports;
6. Assists at satellite clinics as needed by greeting clients and the general public;
7. Schedules the vehicle maintenance and any repairs necessary;
8. Performs other duties as deemed necessary or assigned.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

The work environment and physical demand characteristics described here is representative and not intended to be fully inclusive of those an employee encounters while performing the essential functions of this job. Exposure to communicable diseases, human blood and body fluids are possible. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is regularly required to sit; use hands to fingers, handle or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee frequently is required to walk. The employee is occasionally required to stand and climb or balance. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

KNOWLEDGE, SKILL AND ABILITY:

The ability and willingness to learn about computers, and a working knowledge of clerical skills is required. This employee must be able to type and operate a photocopier with a high degree of accuracy. Employee must be organized and possess a strong command of the English Language. Excellent writing and oral communication skills are also required.

Employee must conform to HIPAA privacy regulation specific to the position held. The employee creates and records protected health information (PHI). The employee is only authorized to use the information for categories for work performance. Disclosures are only allowed as necessary for treatment or to other providers/business associates or as required by law. Access to PHI and information is only allowed for health care operations

EDUCATION/TRAINING/EXPERIENCE:

Education: GED, Diploma, or equivalent required.

Experience: One to three years of similar or related experience is required. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within three months of employment. The ability and willingness to learn about computers, and a working knowledge of clerical skills is required. This employee must be able to type and operate a photocopier with a high degree of accuracy. Employee must be organized and possess a strong command of the English Language. Excellent writing and oral communication skills are also required.

PROBLEM SOLVING:

Limited problem solving is involved in this position. This employee may encounter problems concerning the data entry of incorrect information into the computer system or patient issues.

DECISION MAKING:

Limited decision-making is involved in this position. Employee must decide the most efficient method for performing general clerical duties, data entry of Health Department information and directing clients to appropriate staff.

MACHINES/EQUIPMENT USED:

Personal Computer and related software Copier Printer

Multi-line phone Facsimile Shredder Scanner

Postage Meter

SUPERVISION/ACCOUNTABILITY:

This employee works with supervision of the Office Manager/Medical Biller, nurses and the Pottawatomie County Health Department Director. Employee does not participate in the annual budget process.

PERSONAL RELATIONS:

Daily contact with the general public, co-workers, supervisory personnel, and the organization’s governing body is expected.