Health Department Administrative Assistant

ADMINISTRATIVE ASSISTANT – CLINICAL SERVICES

Department:  Health – Clinical Services & Case Management      FLSA Status: Non-exempt

Classification/Level: Office B Date Last Reviewed:  08/22

Under the direction of the Clinical Services & Case Management Division Director, the Administrative Assistant provides administrative and clerical support to the clinical divisions through excellent customer service to the clients of all the department's public health clinics. This position is covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS:

• Responsible for client reception for all clinics [Sexually Transmitted Disease (STD), Infectious Disease (ID), Tuberculosis (TB), Refugees, Travel, and Immunizations] including providing excellent customer service, checking clients in and out and scheduling appointments. Staff are typically assigned to one or more clinics for routine work, but are cross-trained in all clinics for coverage as needed.
• Prepares charts, verifies demographics and pay status, reviews immunization records, determines vaccines needed (if in registration at Imm. Clinic), and verifies Medicaid/Medicare/Insurance eligibility. Enters all information required into the Electronic Medical Record (EMR) for the patient.
• Communicates with outside vendors or offices for client services as requested by clinician.
• Triages clients to ensure safe infection control practices within the clinic prior to being taken to a room with a provider.
• Answers questions related to clinic operations, fees, client referrals, and basic clinical questions including information regarding TB, STD's and Immunizations to the general public and to community healthcare providers.
• Releases medical records to clients following all applicable confidentiality and request policies.
• Scans and indexes all additional health records into the Electronic Medical Record (EMR).
• Prepares documents for destruction per retention schedule.
• Responsible for daily cash register operations including cash and credit transactions, verifying counts, and balancing at the end of the day. 
• Enters data into various work-related databases and runs reports as requested.
• Responsible for performing billing functions including Medicaid/Medicare/Insurance eligibility verification and submission, as well as scanning and indexing of billing documentation.
• Performs insurance eligibility verification and entry into the Practice Management system within the EMR.
• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• High School Diploma or GED
• Math and computation skills utilized in cash collection operations
• Strong customer service skills and emotional intelligence, as well as excellent documentation/written communication skills
• Strong attention to detail and accuracy for data entry
• Working knowledge of adult and childhood vaccines
• Ability to use numerous pieces of office equipment, including but not limited to, multi-line phone, printer, scanner, copier, monitor mounted camera, computer/tablet, and other job-related equipment.

DIFFICULTY OF WORK:

The Administrative Assistant has the understanding of the rules and regulations regarding verifying Medicaid/Medicare/Insurance eligibility.Work consists of relatively standardized processes when providing excellent customer service to clients of the public health clinics.

RESPONSIBILITY:

The Administrative Assistant performs a variety of relatively standardized assignments when answering questions regarding clinic operations and fees. Errors in work are readily detected. Work requires some analysis and judgment when releasing medical records to clients. Work is reviewed upon completion.

PERSONAL WORK RELATIONSHIPS:

The Administrative Assistant maintains frequent contact with other County employees, outside vendors and offices for client services, community healthcare providers, and clients of the public health clinics.

WORKING CONDITIONS:

The Administrative Assistant works in a standard clinical office setting with the ability to move around freely with frequent sitting, some lifting up to twenty pounds, some bending, pushing and/or pulling loads, reaching over head, kneeling and climbing ladders with some exposure to dangerous equipment and noxious odors/fumes.

SUPERVISION:

None

LICENSING:

Valid CPR certification

National Incident Management System (NIMS) certification upon employment as required for all public health staff

IMMEDIATE SUPERVISOR:

Director of Clinical Services and Case Management

HOURS:

8:00 am – 4:30 pm and as needed, 37.5 hours

EEO CATEGORY:

0806

WORKERS'S COMP CODE:

8810

Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.