HEALTH UNIT CLERK

Full-time, permanent classified civil-service position in the Health Services department on the Kingston campus. Pay grade 315, union-represented (ESP-URI/NEARI).

About the role

Assist in the coordination and documentation of medical services in a clinical or institutional setting, ensuring an optimal level of care to patients under the direction of medical supervisory personnel and physician orders.

Responsibilities

• Coordinate and schedule patients for primary care/specialty clinics and off-site medical visits; follow up on physician and nurse practitioner orders.
• Schedule patients for physician review post hospital admissions.
• Track documentation and receipt of follow-up services from off-site providers; reschedule appointments and document as required using an electronic medical records (EMR) system.
• Schedule clinical space and identify potential conflicts.
• Forward reports on patients receiving treatment for opioid addiction to the appropriate vendor and schedule the patient with the MAT therapy provider.
• Assist nursing and security staff in running daily reports generated by the EMR, including appointment lists.
• Check-in patients through the EMR, marking appointments as “Kept.”
• Oversee preparation, completion, and return of furlough paperwork from security personnel.
• Verify completion and transmission of clinical forms in the EMR (e.g., Sched II, III, & IV prescriptions, non-formulary prescriptions) and mail forms to contracted vendors/pharmacies in compliance with policies and pharmacy laws.
• Document and track receipt of durable medical goods from vendors; send reminders to providers to document receipt in the EMR.
• Maintain and review clinic supplies, reordering as necessary.
• Run reports, including special requests for Wardens/Deputy Wardens.
• Facilitate delivery and pick-up of lab samples.
• Prepare, collect, and ensure legible completion of co-payment documentation; transmit to the Inmate Accounts unit.
• Monitor and respond to patient discharge inquiries and discharge medication requests.
• Answer clinic telephones and respond to security staff questions allowed under health regulations, including validation of bottom bunk orders or other “special needs.”
• Comply with federal HIPAA requirements for confidentiality and privacy; adhere to departmental policies and procedures, including printing/photocopying medical records with valid patient authorization.
• Liaise with supervisory staff and medical providers regarding order documentation, confidentiality, and compliance with departmental/federal procedures.
• Provide training and support to staff on EMR utilization.
• Perform related work as required.

Requirements

• Thorough knowledge of administrative functions in providing medical services and supporting documentation in an EMR system.
• Ability to establish and maintain effective working relationships with staff, superiors, vendors, and the public.
• Skill in coordinating day-to-day management of medical services and follow-up with stakeholder groups.

Qualifications

Education: High school diploma or advanced certificate in healthcare, healthcare administration, nursing, or medical records.

Experience: Employment in a responsible position assisting in the documentation and coordination of healthcare services or day-to-day utilization of an EMR system in a hospital or institutional setting.

OR any combination of education and experience substantially equivalent to the above.

Pay

Salary range: $48,771 – $53,059 per year.

Schedule

8:00 AM – 4:00 PM, Monday through Friday.