Public Health Office Assistant

Hours: 37.5 per week, Monday through Friday, 8am to 4pm. Pay: $30,972.00 to $46,440 per year depending on relevant experience. Anticipated start date: December 1, 2026.

About the role

Under general supervision, performs county or regional health department office work, in a clinic setting, of average difficulty; and performs related work as required. This is the entry-working level class in the Public Health Office sub-series. An incumbent performs some combination of patient registration, scheduling, patient checkout, fee/payment collection, accounts reconciliation, insurance, eligibility determination, patient education, WIC voucher disbursement, vital records processing, and/or medical records duties, local registrar, deputy registrar, lead clerk, TennCare enrollment coordination, and public relations duties; may also perform some property and procurement or personnel duties. Experience with electronic scheduling is required.

Distinguishing features

Serves as the sole office employee in a county health department or may be head of the office staff in a very small county health department as required.

Responsibilities

• Complies with and adapts to current state and federal program policies and all applicable laws.
• Handles complaints, settles disputes and resolves grievances and conflicts with others.
• Reviews departmental policies and procedures to keep abreast of any changes, revisions, or additions.
• Complies with all state and federal program guidelines, policies and laws to determine eligibility for services.
• Processes the cash drawer and balance, deposits, credit cards, etc. to ensure fiscal accountability.
• Reviews documentation such as income, residency, identification, citizenship, and insurance information to determine if client qualifies for services based on information provided.
• Analyzes and determines eligibility for program services provided by the Department of Health and other referring agencies.
• Interacts with multiple computer software systems and websites to enter and receive information.
• Conducts peer training for employees in areas as assigned.
• Enters collected data into the Health Department management information systems (e.g. EMR, PTBMIS, etc.).
• Maintains positive, constructive and cooperative communication with supervisors, peers or subordinates.
• Performs time-keeping, public relations, property and procurement, personnel, and/or medical transcription duties as needed; compiles reports as needed.
• Informs client of rights and responsibilities for participation in various programs.
• Serves as liaison between clients and medical providers, the community, and other agencies.
• Serves as liaison with the public to translate or explain or interpret the meaning of information.
• Interviews health department clients for medical, environmental, and administrative services; schedules client appointments; informs client of any visit requirements; collects and updates client demographic information for registration purposes.
• Registers patients to receive all demographic information, income, insurance, proof of ID, verification eligibility for services.
• Obtains prior authorization from patient, parent, or legal guardian before releasing medical information.
• Retains and destroys records according to established state and federal guidelines.
• Provides direct services and/or assisting the public with all eligible services.
• Reviews client encounter forms for accuracy after services have been provided.
• Determines if the information received from clients in the Health Department meets eligibility guidelines.
• Enters information into database with proper codes.
• Assesses patient to provide all potentially eligible services for the client and informs client of other services offered by the state.
• Prepares medical records for services to be provided, which may include attaching necessary forms, encounter labels, or any special instructions for the medical provider or laboratory.
• Compiles appropriate program forms for services requested according to medical record format to ensure continuity for efficient clinic flow.

Competencies

• Action Oriented
• Approachability
• Composure
• Customer Focus
• Ethics and Values
• Integrity and Trust
• Interpersonal Savvy
• Listening
• Patience
• Written Communication

Knowledge

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services, including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Skills

• Understanding the implications of new information for both current and future problem-solving and decision-making.
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Using mathematics to solve problems.
• Understanding written sentences and paragraphs in work related documents.
• Talking to others to convey information effectively.
• Communicating effectively in writing as appropriate for the needs of the audience.
• Adjusting actions in relation to others' actions.
• Actively looking for ways to help people, clients, and co-workers.
• Being aware of others' reactions and understanding why they react as they do.
• Managing one's own time and the time of others.

Abilities

• The ability to generate or use different sets of rules for combining or grouping things in different ways.
• The ability to apply general rules to specific problems to produce answers that make sense.
• The ability to remember information such as words, numbers, pictures, and procedures.
• The ability to listen to and understand information and ideas presented through spoken words and sentences.
• The ability to communicate information and ideas in speaking so others will understand.
• The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns.
• The ability to tell when something is wrong or is likely to go wrong.
• The ability