Office Assistant III

Position Overview

The Office Processing Assistant III is to provide clerical and supportive assistance to respective staff members and clients as well as to promote and protect the health of the population of Jackson County. Employees in this section, must, of necessity, be committed to accuracy; its members must be able to deal in a friendly and informative manner with the public; and they must be able to perform their duties in a timely and efficient manner. Grade 16

Duties and Responsibilities

Reception Duties:

Contact with the public is an everyday all day long process. Clinic flow is dependent upon timely and accurate information in patient charts for delivery of services requested

• Greets the general public
• Deals with any question or information the client may need concerning Jackson County Department of Public Health, it's staff, clinics, hours of operations, and services offered
• Registers clients for the requested service
• Schedules appointments using a computerized appointment system
• Updates patient information in the computer at each visit to ensure the patient information is correct
• Responsible for completing an entering the patient master on the computer system when a patient is established with the health department, health fairs, or outreach clinics.
• Completes insurance information
• Runs computer labels
• Processes superbill and prepares all necessary forms
• Provides patients with forms that must be completed by patient
• Collects fee for services that requires a fee and provides patient with a receipt. Marks superbill with amount paid and routes patient to the waiting area.
• If fee is unknown or on a sliding fee schedule, routes patient to the appropriate place for the service requested or to check out.
• Enters encounter into the computer using encounter recording or client chart input.
• Enters money into the computer using quick cash posting, this must be done before the deposit can be done for the day
• Assigns walk-in clients to the appropriate provider for an appointment
• Places encounter form in the appropriate procedure box for the service requested
• Assists staff with copier as needed
• Assists clinical staff with checking the scheduler, making appointments, or generating patient labels
• Assists clinical staff and/or other agencies with obtaining patient address and phone number from the computer system
• Assists patients and staff with contacting other agencies regarding immunizations, lab orders, medical records, or other general information

General Office Duties/ Forms:

• Prepares Disclosure of Information Form for clients at the time of their initial visit
• Prepares Medicare Waiver Form and gives to the patient for their signature which informs the patient that we are not a Medicare provider and exports into their electronic health record.
• Prepares Pregnancy Consent Form for patients when they require a pregnancy test
• Completes monthly computerized time study report using Microsoft Office Excel for the purpose of allocating salary expense to the appropriate funding
• Complies and attests to HIPAA regulations
• Participating in Public Health Preparedness activities as directed by agency management; this employee will be expected to work as needed during public health emergencies, which may result in extended hours and long work shifts
• Other duties as assigned by supervisor, Health Director, or Deputy Health Director

Work Schedule:

Forty hours (40) hours per week, Monday through Friday from 8:00 am until 5:00 pm with one (1) hour for lunch. This position is considered on call for after hour emergencies, outbreaks, etc. The person in this position is required to work nights and weekends when necessitated.

Education and Experience

Required : Graduation from high school and demonstrated possession of knowledges, skills, and abilities gained through at least (1) one year of office assistant/ secretarial experience; or equivalent combination of training and experience.

Additional Training/Experience: Bilingual preferred , at a minimum the ability to understand and to make one's self understood to all Spanish speaking individuals.

Knowledge, Skills and Abilities

• General knowledge of office or work unit procedures, methods, and practices
• General knowledge of and ability to use correct spelling, punctuation, and specialized vocabulary; ability to proofread
• General knowledge of office accounting and record keeping procedures, mathematics and their application in the work environment
• Ability to learn and apply a variety of guidelines applicable to the work process
• Ability to use a variety of office equipment
• Ability to work with people with courtesy and tact in performing public contact duties
• Ability to record and compile information based on general guidelines
• Ability to balance and reconcile figures
• Ability to screen communications based on predetermined guidelines to respond or route inquiries
• Ability to gather and give information and instructions regarding the work process and procedures
• Ability to learn to use specialized office equipment
• May require ability to coordinate work of other support staff, student workers or volunteers

Statement of Equal Employment Opportunity Jackson County recognizes its continued success in meeting the needs of its citizens requires the full and active participation of talented and committed individuals, regardless of their gender, race, color, creed, religion, national origin, disability or political affiliation. It is the policy of the County to foster, maintain, and promote equal opportunity by use of a systematic, consistent recruitment program, and to identify and attract the most qualified applicants for employment with the County. This policy is to be achieved by announcing all position vacancies, by evaluating all applicants using the same criteria, and by applying testing methods through the NC Career Works Office. Selection decisions are made without regard to race, color, religion, sex, national origin, political affiliation, disability, age, or sexual orientation.