Health Department Administrative Clerk

Summary

This position provides the following duties in support of the department-wide mission to provide fair opportunity for those in our community to achieve their full health potential:

• front desk reception and clerical support for Crook County Health Department

• greet clients, make appointments, notify clients when scheduled, and

• general front office tasks in a medical setting

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Electronic Health Record data entry

• Locate EHR charts and review for needed information, ensuring information is accurate and within accepted time requirements

• Update information in computer through EHR, including data entry and scanned documents

• Send out reminders/calls for reminders

• Prepare paperwork for client clinic visits

Clinic Reception

• Interview and create new client in Electronic Health Record software during initial visit

• Accurately interview client to complete needed paperwork

• Provide client information regarding their visit

• Obtain and document payments 

• Have paperwork ready for nurse/clinic staff

• Immediately schedule Emergency Contraceptive Pill appointments for clients

WIC Reception

• Complete all required WIC trainings for reception

• WIC check-in and transfers as needed

• Additional WIC duties as assigned by supervisor or team lead

• Explain to new or current participants how to use WIC benefits

• Notify clients of upcoming appointments via text, call, mail 

General Reception

• Assess and appropriately engage all individuals entering the department using trauma 

informed care principles, de-escalation skills, critical thinking, and excellent customer service 

• Assess need for interpreting and use resources available to ensure equitable care

• Have current and correct knowledge and ability to explain fee schedule and estimate costs to clients

• Ensure client understanding of rights & responsibilities

• Conduct tasks and responsibilities with complete adherence to confidentiality laws and department policies & procedures

• Greet, screen, and direct visitors, guests, vendors, and members of the public

• Answer phones, make appointments, and route calls

• Provide referrals as needed

General Office Duties

• Lock medical records room when closing for the day

• Log on and off all computer systems

• Process incoming and outgoing mail

• Mail reminders or call/text clients

• Maintain fax and copier paper supply

• Balance cash register, lock money in safe

• Keep statistics and complete needed reports to the state

• Order any necessary forms from the state

• Assist program coordinators with any needed outreach

• Filing and typing as needed

• Cross train in all public health programs for functional understanding

• Provide referrals and information to the general public

Program Support

• Reproductive Health and Immunization Program clerk

• Forecast immunizations on state computer system (ALERT)

• Support WIC education for clients

Additional Duties

• Training in ICS100, 200, 700, 800, and additional classes as needed to practice and implement assigned Public Health Emergency response roles

• Participate in Quality Improvement and Performance Management 

• Meeting notes and documentation as assigned

• Texting service for appointment reminders and other communication as needed

• Vital Records Deputy Registrar (backup)

• Complete certification requirements and provide Medical Chaperone services, as assigned

Competencies

1. Customer service

2. Initiative

3. Verbal and written communication proficiency

4. Ability and skill in working with the public (upset clients)

5. Time management

6. Ethical conduct

7. Knowledge of community resources

8. Ability to maintain confidentiality

9. Ability to work evenings and weekends as necessary in a public health emergency and travel when required

10. Ability to work in a fast-paced environment 

Performance Indicators 

1. Completion of all training and reporting requirements

2. Timely response to organization-wide initiatives and requirements (i.e. policy compliance, workforce surveys, training documentation)

3. Contribution to a minimum of one organization-wide initiative per year (i.e. Quality Improvement processes, reaccreditation, annual staff training implementation, department-wide meetings, et cetera)

4.