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SummaryCOMPENSATION FOR THIS POSITION IS UNDER REVIEW
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 FunctionsReasonable 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 reimbursem*nt 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
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
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.
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 ExperienceHigh 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 ExperienceAssociates 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 RequirementsMust 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.
Seniority level
Entry level
Employment type
Full-time
Job function
Administrative
Industries
Government Administration
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