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Administrative Health Specialist

1 month ago

Butte, Montana, United States The City-County of Butte-Silver Bow Full time
Job Summary

We are seeking an experienced Administrative Health Specialist to join our team at the City-County of Butte-Silver Bow. This role will provide high-level administrative support to the Health Officer and the managers of the Health Department's Environmental Health, Community Services, Accreditation, Emergency Preparedness, Finance divisions, and any other assigned Health Department personnel.

Key Responsibilities
  • Provide administrative support to the Health Officer and senior leadership team
  • Assist in the planning and oversight of fiscal, administrative, and office services
  • Establish and implement office policies and procedures
  • Perform tasks that require advanced skills in organization and planning, in-depth knowledge of departmental operations and objectives, and an overall understanding of various coordinating departments
  • Organize and verify patient records, bills, and statements; code patient diagnoses and request payment from insurance companies and individuals
  • Record and process patient data, including treatment records, insurance information, bills, and payments
  • Set up payment plans for patients
  • Oversee the maintenance of department records and inventories
  • Research, collect, analyze, and evaluate various data and information and prepare reports as requested by supervisory personnel and as required by local, state, and federal regulations
  • Maintain confidential correspondence and reports
  • Plan, develop, and coordinate the execution of program policy, procedures, and operations, monitor compliance with Butte-Silver Bow policies, procedures, regulations, and appropriate laws
  • Provide assistance and support to Health Department senior leadership
  • Coordinate department programs, seminars, workshops, travel arrangements, special projects, and/or events
  • Serve on department committees as requested
  • Assist with personnel licensure and registrations
  • Schedule meetings, appointments, and conferences
  • Respond to information requests requiring proper handling and interpretation of technical, financial, and confidential information
  • Answer telephones
  • Bill for all clinical programs, review information before the generation of claims to private insurance, Medicaid, and Medicare; review claims for errors before sending to clearinghouse; submit to clearinghouse; upload billing batches and submit to payers; correct errors on claims found in clearinghouse; bill out balances once insurances have paid; and process claims in a timely and accurate manner
  • Manage electronic remittance payments from vendors and other electronic payment systems and post to billing system; post all insurance payments; create spreadsheets to report revenue from private pay, insurances, and Medicaid; post deposits and report credit card and cash payments; check client insurance eligibility; report payments to Treasurer's office; reconcile deposits to day sheets; and file A101's for deposits
  • Schedule appointments, update records, and compile charts
  • Bring deposits, claims, invoices, contracts, timesheets, mail, and other correspondence to Courthouse. At Courthouse, pick up checks, payroll, A-101's, etc., for return to Health Department
  • Oversee rotation and storage of records, and schedule destruction of documents, according to policy and regulation
  • Collect data, verify validity and accuracy of accounting source documents, such as vendor invoices and materials receipts
  • Review, approve, and reconcile patient billing reports, perform related audits
  • Compile data and prepare a variety of financial and statistical reports
  • Attend meetings, conferences, workshops, and Webinars, as requested and authorized
  • Copies, faxes, prints, scans
  • Demonstrate basic mathematical calculations
  • Demonstrate effective written and oral communications
  • Demonstrate ability to work independently and in teams
Requirements
  • Knowledge of the core functions and essential services of public health
  • Comprehensive knowledge of department programs, policies, and operations as applied to the work performed
  • Knowledge of laws, regulations, methods, and techniques in the area of specialty
  • Comprehensive knowledge and skills to use a personal computer and related software applications
  • Extensive organizing and coordinating skills
  • Extensive record maintenance skills
  • Extensive program planning and implementation skills
  • Ability to make decisions in accordance with established policies and procedures
  • Ability to handle confidential employee and administrative information with tact and discretion
  • Ability to analyze, develop, establish, and maintain efficient office work flow and administrative processes
  • Ability to develop specialized data tracking management methods for Health Department reporting
  • Ability to analyze and solve problems
  • Ability to independently solve problems within assigned areas of responsibility
  • Ability to establish and maintain effective working relationships with supervisory personnel, other Health Department employees, Butte-Silver Bow employees, departments, community groups, and the general public
  • Ability to maintain records of considerable complexity and to prepare clear and concise written reports from such records
  • Ability to use logical and creative thought processes to develop solutions according to written specifications and oral instructions
Working Conditions
  • General office setting in Health Department facility, as well as occasionally in community sites
  • Work performed in the community is sometimes subject to conditions that range from inclement weather to dangerous conditions, such as snow/ice, cold, heat, noise, wetness/humidity, vibration, sudden temperature changes, and poor illumination at the job site or due to travel on the job
  • Travel to and from field locations may subject worker to increased risk of driving hazards
  • Community locations may subject worker to communicable disease, insects, and other disease vectors, toxins, hazardous materials, chemicals, and animals
  • In all settings, employees in this classification may occasionally need to relate to members of the public who exhibit challenging, atypical, or hostile behaviors and/or communication
Equipment Used
  • Computer, fax, copier, multi-line telephone, and personal or county vehicle
Reports to
  • Financial & Administrative Support Manager
Funding
  • This position is funded by fees generated from medical billing by our immunization program