Administrative Assistant, Communicable Disease Control

Posting number: 202600127

Department: Communicable Disease

Job classification: ADMN Asst, Comm Dise

Posting type: Open

Categories: Administrative Assistant

Summary

Under the supervision of the Communicable Disease Manager, provides clerical, secretarial and administrative support to the Tuberculosis-Latent Tuberculosis Infection (TB-LTBI) program. Collects reviews and enters complex program data. Designs, updates and maintains various forms and documents for program use. Serves as liaison for nurse case managers, billers, Refugee Services, and clients to process Latent Tuberculosis Infection (LTBI) enrollment.

Examples of duties

1. Greets the public by telephone. Checks insurance coverage, and billing issues. Answers questions regarding departmental procedures and requirements, program requirements, scheduling information and other activities.  Schedules clients for appointments. Mails appropriate paperwork to clients.
2. Acts as liaison between Refugee Services, nurses and TB-LTBI clinics. Confirm necessary documentation is collected and ready for clinic for the nurses. Responsible for verifying services rendered for client that do not have insurance coverage and payment authorization. Educates clinic staffs on proper form completion.
3. Works to resolve billing discrepancies and problems. Runs reports and cross references complex data for payment authorizations. Contacts clients, billers, providers and others to determine billing solutions. Monitor and confirm days that a contracted provider is used for billable services.
4. Contact person for federal CDC's Electronic Disease Notification Program (EDN), maintains, assigns and works as liaison between the nurses and Refugee Services of new arrivals needing required follow up shortly after arrival.
5. Performs account payable and receivable tasks, oversees the TB Incentive and Enablers Program, maintains list of supplies on hand, submits request to replenish inventory of gift cards, taxi vouchers, and bus tokens, etc. as needed.
6. Analyzes, oversees and tracks TB-LTBI clinic caseloads. Works with manager to analyze and distribute assigned caseloads to nurses. Makes caseload adjustments and communicates with nurses as needed. Maintains caseload count and prepares monthly statistical reports.
7. Provides administrative support including but not limited to composing correspondence, creating and analyzing complex reports and researching information for monthly reports and special projects. Takes and distributes monthly staff meeting minutes.
8. Coordinates dates for Continuing Education classes to be offered. Contact person for all related issues. Manages client registration, insurance and client payments. Updates information for packets, schedule conference room and confirms appropriate set up.
9. Provides clerical and secretarial support. Performs typing, proofreading and data entry for various functions. Fax and copy materials, process outgoing mail, distribute incoming mail and other support functions. Uses various software programs to maintain document, spreadsheets and brochures related to the program.
10. Serves as back-up for other department staff due to temporary absences or excessive workloads. Participates and attends meetings or conferences to enhance the TB program through update information. Manages inventory of office supplies, furnishings and equipment. Maintains records regarding purchases and services.
11. Responsible for record retention of the TB-LTBI program. Transfers required retained information from the unit to off-site storage. Manages client files, updating systems, purging records, forms and charts and documenting purged files according to ICHD's policy guidelines.

 Other Functions:

1. Performs other duties as assigned.
2. Must adhere to departmental standards in regard to HIPAA and other privacy issues.
3. During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her job description.

 (An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)

Qualifications

Education:  A minimum of a High School Diploma or equivalent is required. In addition, some specialized training or coursework equivalent to 12 college credits or less is also required.

Experience:  A minimum of 1 year of medical office experience. Prefer experience with medical billing and computer software and equipment.

Other Requirements: 

Demonstrates effective communication skills by engaging, interacting and work