Job Details

Description

(Employees in this position will perform the following general tasks and duties in working in various clinics. Not all clinics will perform the same duties or tasks, and employees will have specific tasks assigned as directly associated with their clinic assignment.)

Under the direction of the Supervisors/Operations Manager the medical clerical and customer service professionals provide a variety of comprehensive services to coordinate daily administration of providers, staff, visitors and client/patients within the ICHD/ICHC. Assists in enrolling clients/patients in programs and answers questions on departmental procedures, eligibility requirements, scheduling, and related matters. Prepares a variety of client/patient registration and insurance related forms and documents. Utilizes information from the Patient Management/EHR system, and assists in maintaining record keeping systems, while performing data entry.

Essential Functions

1. Receives the public in person and via telephone. Answers questions regarding departmental procedures and requirements, program requirements, scheduling information, and other activities. Manages messages and schedules appointments for staff and schedules clients for testing, programs, or clinics. Assists clients/patients in completion of forms and reviews documents, including processing records according to departmental policy.
2. Receives clients and their families at a clinic or screening site. Coordinates initial interview, screens for insurance coverage, collect background information, and assists in the completion of various forms and applications. Processes various applications to verify client information, checking data for accuracy and completeness. Contacts clients/patients to verify and update information and appointments.
3. Monitors client/patient records assuring that proper documents are completed to ensure appropriate client billing of account. Adjusts and records all related documents, orders, costs for services rendered, and related fees as needed.
4. Assists in the maintenance of departmental filing/scanning/faxing systems by ensuring proper filing of documents and client/patient records. Retrieves materials from system and conducts searches for necessary documentation.
5. Utilizes technology for data entry such as service activity data, billing information, supplies used, immunization records, payments, vouchers, client information, changes and deletions of demographic information, and other data.
6. Process accounts receivable/payable, immunization charges billed, collect copays and patient payments to ensure reconciliation of daily charge entries. Tracking expenditures and payment receipts for services and donations.
7. Types correspondence, reports, forms and other documents, using word processing software, following established procedures or specific instructions. Proof reads documents for accuracy, and may type documents requiring a knowledge of medical terminology and medical transcription. Utilizes word processing and other software programs to format documents, spreadsheets, brochures, training materials and other documents.
8. Provides outreach and education to clients/patients and medical staff regarding program guidelines, telehealth platforms, and health department services through mailings, displays, telephone contact and in person.
9. Performs a variety of clerical support tasks such as making copies, opening, sorting and distributing mail, sending faxes, taking messages, and related tasks.
10. May assist with site specific special assignments or any special reporting as needed, such as immunizations, CAHC, E3, BC3NP, MDSS, school and daycare reporting, dental clinic, medical records, Title X, Ryan White, and refugee services. This may include any mandatory trainings as needed.
11. Provides and process records in accordance with HIPPA and PHI (Protected Health Information) disclosures. May comply with HEDIS audit information process requests as needed.

• Performs other duties as assigned
• During a public health emergency, the employee may be required to perform duties similar to but not limited to those in his/her job description.

Employment Qualifications

Education: High school graduation or equivalent.

Experience: One year of general clerical experience is required. May require experience and training in various computer software and equipment.

Requirements and Working Conditions

Other Requirements:

Demonstrates effective communication skills by engaging, interacting and working with individuals from various cultural and socioeconomic backgrounds, disability status’, ages, LGBTQIA+ status’ and genders to ensure clarity and understanding in all interactions. 

(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.)

Physical Requirements: 

• Ability to access office files. 
• Ability to enter and retrieve information from computer. 
• Ability to access charts and other records and documents of the department. 
• Ability to operate copy machines and other office equipment. 
• Stooping, kneeling, and crouching to retrieve and put away supplies and materials. 
• May require the ability to travel throughout the county to various clinic locations. 
• May require the ability to lift and carry equipment weighing up to 35 lbs. 
• May require the ability to climb stairs to access work sites.

• Works in office and clinic conditions. 
• May work in various off-site locations throughout the county. 
• May be exposed to communicable diseases, blood, and other bodily fluids.