Colleton Health Department Administrative Specialist-61008753

Full Job Description

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Under direct supervision of Administrative Manager, performs a variety of duties for the multi-program clinic, including direct contact with clinic clientele and staff.

Independently performs a variety of advanced duties involved in the operation of the Immunizations, Preventive Health, and Medical Records programs.

Uses knowledge of operations and program processing of information to assist all programs in maintaining a quality and comprehensive medical record.

Provides administrative support to clinics in other counties in operational area. Ability to understand and implement agency policies and procedures.

Expected to keep abreast of changes that may affect daily duties and operations. Provides administrative support to all programs as back up receptionist.

Performs all Administrative duties required to provide Immunization and Preventive Health services to eligible clients.

Including: completes intake and out-take of patient data, conducts Medicaid (a joint federal and state health insurance program) eligibility interviews and facilitates client Family Planning Medicaid Application (FPMA) applications.

Financially screens all clients appropriately and bills according to policy.

Collects payments if applicable and prints cash drawer daily in accordance with Department of Public Health (DPH) policies and clinic procedures. Maintains correct change fund balance.

Ensures official Department of Public Health (DPH) forms are scanned into the Electronic Health Record (EHR) according to policy. Retrieves/returns charts to medical records.

Serve as primary receptionist/switchboard person. Answers telephone, schedules appointments and makes reminder phone calls, as needed.

Assists customers and general public by phone and in person and serves as initial contact person with customers and general public.

Greets visitors and callers, directs to proper clinics and/or areas, answers or obtains proper staff to provide correct information per customers’ request.

Assures fewer than three (3) valid complaints during rating period and assures concerns of different cultures are acknowledged and respected when providing services.

Answers incoming calls concerning record requests and transfer requests from all regional clinics. Assists multidisciplinary staff with charts and other medical records needs.

Maintains proper record format and follows guidelines relating to medical records. Responsible for purging records annually following retention/storage rules.

Identifies, investigates, and corrects duplicate patient numbers/health records to ensure one number per patient. Maintains knowledge of the Electronic Health Record (EHR) concerning records.

Provides quality customer service in a culturally competent manner in face to face and/or telephone encounters and maintains client confidentiality.

Submit South Carolina Enterprise Information System (SCEIS) requests, Personnel Change Action System (PCAS) submissions, leave requests, and required monthly reports in a timely manner.

Must be willing and available to assist during times of public health emergency and outbreak response efforts. Other duties as assigned.

Requirements

State Minimum Requirements: A high school diploma. Related clerical experience may be substituted for a high school diploma.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.

Agency Additional Requirements: A high school diploma and two (2) years administrative office experience which includes public contact.

Possess a valid South Carolina driver's license and reliable transportation. Must be able to lift up to 30 pounds.

You may be required to work early hours (before 8:30 am) or evening (after 5:00 pm), and/or Saturday Clinics.

Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

Qualifications

An associate degree in Secretarial Science or a related field and one (1) year of medical office experience.

Additional Information

EEO: The Department of Public Health is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability, or genetic information.

REASONABLE ACCOMMODATION: Applicants needing accommodation for medical reasons or a sincerely held religious belief may submit a request for accommodation. A reasonable accommodation may be granted if it doesn't impose an undue hardship or pose a direct threat to the health and safety of others.

STATE DISASTER PLAN: In accordance with the State's Disaster Plan, which includes hazardous weather, Department of Public Health employees may be required to work in times of an emergency or disaster.

DRIVING RECORD: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

The South Carolina Department of Public Health offers an exceptional benefits package for FTE positions that includes:

• 15 days Annual (Vacation) Leave per year
• 15 days Sick Leave per year
• 13 Paid Holidays
• Paid Parental Leave
• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
• Retirement benefit choices *
  • State Retirement Plan (SCRS)
  • State Optional Retirement Program (State ORP)

*Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.

HYBRID WORK: The option to work partially remote or adjusted work hours may be available after 12 months of employment for approved positions.