Admin Clerk

SUMMARY

This is the entry-level class in the clerical series. This position acts as the initial contact for clients seeking Medical services and therefore is critical to the effective flow of daily services and overall entity productivity. Manages the timely and accurate collection of patient information, and functions as a resource to patients. Additionally, through the eligibility process this position will enhance the revenue generating capabilities of the entity by communicating with clients effectively to identify their possible eligibility for various resource programs. This position will further strengthen the fiscal aspect of the Center by: assuring that client services are charged under the correct funding source with the timely entry of all services rendered to client; assure correct discounts are applied; and, cash payments are accurately posted in accordance with the current policies and procedures of the Accounting Department. Also, the clerk will add positive client relations by providing clients with an easily accessible, culturally sensitive means of obtaining their specific service needs. Position will have high degree of contact with the public plus working as a member of the Health Center team.

I. ESSENTIAL FUNCTIONS, ACTIVITIES, & RESPONSIBILITIES

A. Checks in patients who come to the Center for appointments and/or request services.

B. Answers patient inquiries about their account information, insurance filing, co-pays, etc. or directs callers to appropriate department.

C. Manages/assists with all patient registration and administrative processes as assigned. Ensures all relevant patient registration records collected are accurate, current, and completed in a timely and accurate manner. Obtains and updates personal and financial data as needed.

D. Performs various clerical duties in department. Prepares and maintains medical records as well as all intake/patient information.

E. Obtains income eligibility information from patients, at initial patient visit, and at scheduled month intervals, thereafter. Accesses the eligibility of other programs and inform clients of the appropriate programs (i.e. Medicaid, Medicare, PHC).

F. Checks out patients after they have seen the physician, calculates bill, receives payments, and schedules return appointments, if needed.

G. Screens all clients using the GCHC Eligibility Form and Health Pro system to determine proper account type for in house services and other related charges.

H. Checks client encounter forms (superbills) for accuracy in the areas of:

• client registration information
• program eligibility

I. Ensures that all services recorded in the medical record are accurately reflected on the superbill including the application of appropriate CPT and diagnosis codes and works with clinical staff to correct errors or deficiencies in the billings.

J. Posts daily encounters/superbills into Health Pro System.

K. Count down cash drawer, count remaining daily intake, initial calculator tape, and place in secure/locked area.

L. Politely and effectively works with clients concerning the collection of past due balances (as client makes appointment) or referring client to Accounting Department.

M. Monitors office supplies and keeps an accurate account of out-going supplies, place timely order requisitions with purchasing agent, properly check in order when they arrive, sign packing slip then pass slip on to accounting office.

N. Utilizes computers, adding machines, fax machines, phones and other related office equipment in the fulfillment of assigned duties.

O. Ensures and upholds the confidentially requirements of all patient records, and manages all daily tasks and activities consistent with HIPAA, state and federal laws and regulations, as well as the clinic's policies and regulations regarding confidentiality and security. Performs other duties as assigned.

II. COMPETENCIES

A. Knowledge

• Basic mathematical skills.
• Knowledge of basic office procedures to include scheduling, registration, medical records filing, insurance coverage, referrals and authorizations preferred.
• Knowledge of the Center's services, departments, rules, and regulations.
• Possess adequate knowledge of medical terminology to ensure optimal comprehension between client and medical staff.

B. Skills

• Requires excellent communication skills and the ability to work effectively with persons of different cultural and socio-economic backgrounds.
• Must possess excellent customer service skills and present positive image of the Center.
• Excellent interpersonal skills.
• Must be able to work effectively in a variety of settings.
• Bilingual (Spanish and/or Vietnamese) a plus.

C. Abilities

• Able to use office equipment and computer programs, including phone systems, typing, fax, and copy machine.
• Able to organize job duties in a manner which enables timely completion of quality work.
• Ability to follow orders pertaining to work duties.
• Demonstrates ability to consider cultural factors during interpretation to ensure accurate understanding.

III. EXPERIENCE

A. Qualifications

• Must be able to communicate effectively (verbal, written, and reading) in Spanish/Vietnamese at a high-competency level.
• One year previous work experience in medical office and/or social service center preferred.

B. Education

• High school graduate or equivalent.

C. Licensure

• None.

IV. PHYSICAL ATTRIBUTES and/or CONDITIONS

A. Physical Demands

• The employee must be able to lift and/or move up to 25 pounds occasionally.
• Requires prolonged sitting or standing.
• Requires frequent bending, stooping, or stretching. Requires frequent client contact.
• Requires the ability to distinguish letters or symbols.
• Requires ability to communicate effectively.

B. Work Environment

• Majority of work is performed within an office environment, including office equipment – such as computer terminals, telephones and copiers.
• Potential hazardous materials are around, as well as working with a sick and/or contagious population.
• Works in a very busy open area where there are constant distractions and disruptions.
• May be exposed to people in difficult situations and may be required to react in a safe and efficient manner.
• Noise levels are moderate.

V. SALARY

The salary of the Administrative Clerk will depend on the experience and level of training completed of the employee.

VI. DISCLAIMER

This is not necessarily an exhaustive list of all responsibilities, skill, tasks, requirements, efforts, or working conditions associate with the job. While this is intended to be an accurate reflection of the current job, GCHC reserves the right to revise or change job duties and responsibilities as business needs arise. In compliance with EEOC 29 CFR part 1630, if the employee cannot perform the essential functions of this position in a satisfactory manner, further accommodations shall be made if it does not constitute undue hardships upon this organization.

I have received, read and understand the above job description and can perform the essential functions of the job.