SENIOR CLERK - 64068636 1 1

Specific Responsibilities

• Interview and process clients seeking services to determine financial eligibility for all services/programs rendered by the Health Department.
• Access to confidential records and computer access will be based on the need to know when involved in patient care, billing activities, ordering medications or supplies, investigating communicable disease reports, established quality improvement activities, i.e. peer review, records review audits and investigating complaints.
• Uses knowledge of quality improvement (QI) methods and processes to work with other staff to help identify opportunities for improvement and develop a culture of quality within DOH-Indian River, assists in improvement projects as assigned.
• Receive, interview and process all clients presenting for services. Determines financial eligibility and sliding fee scale for clients based upon established criteria. Ensures all necessary documentation and forms are completed accurately and timely as it relates to clinic operations. This includes proper completion of the encounter form, HIPAA forms, entering vaccines into Florida Shots database and scanning medical records into the patient’s record once reviewed by the clinician. Works with other clerical/registration staff to ensure clerical coverage for clients throughout the day.
• Provide all clerical services to both our Spanish and English-speaking clients but uses the Interpreter Line for all other languages. Provides positive customer-oriented clerical support by answering phone calls, making appointments, assisting with client inquiries and referrals, answering general inquiries regarding our clinic services. Process requests for medical records according to policy as well as assists clients with completing record request forms. Archive medical records according to guidelines following archiving schedules in GS4, GS1-SL, DOH retention schedules while adhering to our archiving policy.
• Perform accurate and timely data entry into agency computer system for service, demographics and billing information. Communicate to the Office Operations Supervisor any problems or suggestions that need to be addressed.

Required Knowledge, Skills, and Abilities

• Knowledge: Financial eligibility determination procedures and sliding fee scales for public health programs; HIPAA requirements and procedures for handling confidential client records; medical records management, including archiving procedures and state retention schedules (GS4, GS1-SL, DOH); agency computer systems used for service entry, demographics, and billing.
• Skills: Interviewing clients to gather accurate financial and demographic information needed to determine eligibility; data entry with a high level of accuracy and attention to detail; using office software and equipment, including computers, multi-line phone systems, scanners, and electronic health record platforms; communicating effectively with both English- and Spanish-speaking clients, and in appropriately using the Interpreter Line for other languages; processing medical records requests, completing forms, and maintaining documentation per policy.
• Abilities: Interacting professionally, respectfully, and patiently with clients from diverse backgrounds; maintaining confidentiality and following all HIPAA and DOH privacy/security guidelines; collaborating with clerical/registration staff to ensure consistent client coverage; assisting with and participating in quality improvement activities and improvement projects; identifying issues or workflow challenges and communicating them to the Office Operations Supervisor; learning and adapting to new procedures, systems, or documentation requirements as needed; performing related clerical and administrative duties accurately and efficiently in a fast-paced clinic setting.

Qualifications

• Minimum: Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
• This position requires current authorization to work in the United States without employer sponsorship. The Department of Health is unable to provide employment visa sponsorship.
• Must be fluent in English and Spanish—verbal and written—to effectively communicate with Spanish-speaking clients and prepare bilingual documents. This is essential for performing key duties of this role.
• Willing to work with confidential client information as part of patient care, billing, quality improvement activities, or communicable disease follow-up.
• This position requires in-office or field work.