Office Services Specialist

Office Services Specialist

Do you enjoy working with the public? The Western Tidewater Health District is seeking highly organized and customer-focused Office Service Specialists with clinical experience to join our healthcare team. The district services the City of Suffolk, the City of Franklin, Isle of Wight County, and Southampton County. It is part of the Virginia Department of Health (VDH), which is dedicated to protecting and promoting the health of Virginians. VDH is made up of a statewide Central Office in Richmond and 33 local health districts.

The Office Services Specialist plays a pivotal part in ensuring smooth clinic operations by managing front-office responsibilities including patient scheduling, registration, and insurance verification. The successful candidates will demonstrate excellent communication skills, attention to detail, and a commitment to delivering exceptional service to a diverse patient population. We are seeking to fill two positions with this posting. One position will be based in the Suffolk Health Department, and one will be based at the Isle of Wight Health Department in Smithfield. This position requires occasional rotation between the health departments throughout the Western Tidewater Health District. Duties include:

• Clinic Operations: Open and close the medical clinic, ensuring a secure and welcoming environment.
• Patient Interaction: Greet patients and visitors, schedule appointments, and check in patients while verifying accurate registration information.
• Insurance and Billing: Verify insurance information and process billing during patient registration, ensuring timely submission of claims.
• Records Management: Enter patient visit encounters into the database and establish and maintain all patient records.
• Payment Processing: Collect payments from patients and prepare daily deposits, reconciling end-of-day transactions to maintain financial accuracy.
• Vital Records Management: Serve as the vital records registrar, ensuring the accurate collection, maintenance, and issuance of vital records, including birth and death certificates.

The Virginia Department of Health (VDH) is dedicated to protecting and promoting the health of Virginians. The VDH is made up of a statewide Central Office in Richmond and 33 local health districts. The Virginia Department of Health offers 12 paid holidays, medical, dental, vision and life insurance, retirement plans (including 401a Cash Match and 457 Deferred Compensation Plan) as well as sick, family/personal, and annual leave.

Minimum Qualifications:

• Knowledge of office principles and practices
• Working knowledge of word processing and spreadsheet software applications
• Ability to interpret and follow established procedures and guidelines
• Ability to communicate effectively with internal and external customers, verbally and in writing
• Considerable skill in the operation of standard office equipment

Additional Considerations:

• Experience in an office setting

Special Instructions:

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history which indicates your qualifications for this position. Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service's Child Abuse and Neglect Central Registry check, U.S. HHSIG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions. It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment. As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply! Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Contact Information:

Name: Priscilla Crocker

Phone: View phone number on click.appcast.io

Email: View email address on click.appcast.io

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at View phone number on click.appcast.io.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer