Senior Health Services Assistant

Senior Health Services Assistant

Butte County Department of Behavioral Health is currently hiring for Senior Health Services Assistant classification. This is a lead position that works closely with the Medical Records Supervisors. Candidates selected for this position would be able to communicate effectively both verbally and in writing, enjoy working with public, be effective at training other staff on processes relevant to their jobs, work quickly and effectively, and be adaptable to the changing clerical needs of the department. This is an exciting opportunity for those looking for dynamic position that allows for collaboration, team-building, and leadership development. This is a critical role at The Butte County Department Behavioral Health that supports multiple programs helping members of the community get the help they need. If this sounds like something you want to be a part of, apply today!

The current vacancy is with the Department of Behavioral Health. The eligibility list created from this recruitment may be used to fill any current or future vacancies in ANY Butte County Department.

FLSA: Non-Exempt

Under supervision, performs lead direction and training to Health Services Assistants; performs a variety of medical office, medical records and/or program support activities for County clinics and behavioral or public health programs, which includes assisting staff and providing guidance related to word processing, data entry and organization, telephone and counter reception, patient scheduling and intake, and maintaining, processing, and filing applications and medical records; may provide guidance related to preparing correspondence and/or reports; provides information and assistance to subordinate staff and the general public; and performs related duties as assigned.

Receives direction from assigned supervisory or management staff. Exercises technical and functional direction over and provides training to lower-level staff. Exercises no direct supervision of staff.

This is the advanced journey-level classification in the Health Services Assistant series responsible for performing the most complex work assigned to the series. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgement. Positions in the classification rely on experience and judgement to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver services. Work is typically reviewed upon completion for soundness, appropriateness and conformity to policy and requirements.

Essential Job Functions

Examples of typical job functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Provides lead direction to and reviews work of assigned staff; organizes and assigns work, sets priorities, and follows up to ensure completion of assigned work.
• Provides input into selection decisions, performance evaluations, disciplinary matters, and other personnel decisions.
• Trains and monitors staff in appropriate methods and techniques used for health services and program related activities, including performing complex clerical assignments, coordinating schedules and monitoring workflow; overseeing and assisting with managing patient scheduling, records management and initiation of process improvement techniques.
• Responds to and provides direction to staff regarding inquiries and requests for information from patients, families and staff in accordance with legal, regulatory and departmental policies and procedures; researches inaccuracies; adheres to privacy, security and consent mandates in the completion requests.
• Retrieves and researches medical or mental health charts; runs reports to assist with eligibility determination; completes a variety of forms and documents relating to entries in the medical record; generates and processes legal documents such as birth and death certificates; maintains logs and records.
• Provides guidance related to gathering and coding diagnoses, procedures, and operations using health records for statistical indexing using ICD-10 and CPT classification systems; may oversee preparation of statistical reports.
• Ensures patient information is verified; assists staff and collects and assembles patient medical records; obtains discharge records; performs records processing and enters information into proper patient record and information system.
• Provides direction regarding review of records and content, accuracy, completeness and compliance with regulatory, legal and organizational requirements; resolves routine errors and completes records processing in accordance with policies and procedures.
• Accepts subpoenas and requests for information from various entities; prepares information timely in accordance with agency statutory requirements; prepares records for court proceedings and provides testimony as to the authenticity of records; attends court proceedings.
• May oversee audits of lower-level staff and ensure quality control of documents; verifies forms and records; identifies and documents inaccuracies in accordance with established criteria; prepares and provides reproductions of records as appropriate; advises healthcare staff and supervisors as needed.
• Prepares, scans and indexes documents in online archive system; verifies the accuracy of scanned documents and source documents and ensures documents are legible and properly indexed for accurate retrieval.
• Operates a variety of office equipment such as computer terminals, scanners, copiers, and information and image management systems.
• Provides general information, instruction and assistance to employees and the public; answers questions regarding laws, regulatory requirements, and departmental policies and procedures.
• Provides clerical support oversight including scheduling appointments for medical staff and clients; providing phone support, file management, correspondence and assistance with coordinating routine maintenance of fleet vehicles.
• Performs related duties as assigned.

Minimum Qualifications

Knowledge of:

• Principles of providing functional direction and training.
• Clerical practices and procedures
• County and assigned department programs, goals, and policies and procedures.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Basic record keeping principles and practices.
• Medical terminology related to health records, release of medical records and information, and medical office support work.
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department of program.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To:

• Plan, organize, coordinate the work of assigned staff.
• Effectively provide staff leadership and work direction.
• Extract medical information from patients' charts.
• Understand, interpret and apply applicable departmental or program policies and procedures.
• Organize and maintain accurate files and records.
• Type accurately at speeds necessary for successful job performance.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Deal tactfully and effectively with persons contacted in the course of work, including those of diverse socioeconomic and cultural backgrounds.
• Maintain client/patient confidentiality.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to completion of the twelfth (12th); and

Two (2) years of clerical experience in records management, or in a medical office, behavioral or public health program, or community-based organization.

Certifications and Licenses:

• Must possess a valid US driver's license upon date of application. Must obtain California driver's license following hire date per California DMV regulations.

Environmental Factors and Conditions/Physical Requirements

Physical Demands:

• Mobility to work in a standard office or clinic setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information; ability to lift, carry, push and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.