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PAMLICO COUNTY JOB DESCRIPTION

JOB TITLE: Administrative Assistant I

Health Department

Primary Purpose of Organizational Unit:

The mission of the Pamlico County Health Department is to actively promote and protect the health and well-being of its citizens, to reduce the occurrence of disease, disabilities, or premature deaths; to provide skilled nursing services to those who are ill or homebound; to protect the health of citizens from environmental hazards; and to promote wellness, health, education, and safety.

Primary Purpose of Position:

This position is responsible for the performance of a variety of management support functions which relate to multiple programs within Pamlico County Health Department. Employee serves as the receptionist and contact clients and the public as well as responding to agency telephone calls. Other related functions include gathering data for encounters and collections of fees from patients who are seen by the agency's medical providers. Employee in this position is accountable for becoming knowledgeable of agency programs, services, staffing structure, and overall community resources and participates in the overall assessment process for patient services and needs. Employee will respond to questions and will provide information within their scope of responsibility. In addition, position is responsible for coordinating the appointment system for the purpose of managing an efficient clinic flow system.

Work Schedule:

The normalwork schedule for this position is Monday through Friday, 8:00AM - 5:00PM. Work may require employee to work extended hours or to participate in services and special projects required during evening hours, holidays, and/or weekends.

Public Health is a first responder agency for natural disasters (hurricanes, tornadoes, floods, and winter storms), naturally occurring infectious disease outbreaks (e.g. influenza, SARS, etc.) technological hazards (e.g. hazardous material release, critical infrastructure disruptions, etc.) and terrorist incidents. The position, like all other positions within the agency, may be required to participate in any emergency response activities and deemed necessary by the Health and Human Services Director or designee.

Change in Responsibilities or Organizational Relationship:

General Updates. This position requires change as the state and/or department changes rules and regulations.

A.DESCRIPTION OF RESPONSIBILITIES AND DUTIES:

Administrative Duties:Reception Desk:

Employee serves as the agency's receptionist assigned responsibilities for the entire clinic front-desk operation. This position acts as receptionist for the agency by answering incoming calls for staff members and requests for health information; greeting all visitors visiting the agency in a courteous and professional manner; assesses patient requests and determines appropriate referrals.

Position's employee must remain knowledgeable of agency's services, programs, policies, and procedures as well as community resources and other County services. Employee provides information, program eligibility criteria, clinic schedules, generalized assessments of patient situations and record sufficient information to determine referral source. Employee understands and provides explanations of policies and procedures. While employee does focus on a multiple-lines telephone system, they also receive all walk-in visitors and initiates registration, scheduling appointments, accepting patient payments, completes receipts, and customer service.

Employee will also remain knowledgeable of the agency's policies and procedures, provides information to patients regarding specialized billing procedures and completes all the ne essary encounter/billing forms. Employee will coordinate much of the referral process for patients who are served by the Health Department staff and will appropriate fees based upon information provided by the medical provider and approved fee schedule.

Employee may also assist in the establishment and maintenance of all records for patients who are treated in various agency programs. Electronic Health Record (EHR) may be updated or accessed in preparation of clinics and appropriate program forms are filed in patient records in accordance with program criteria and procedures. Duties may also include assembling all documents for the medical record and for filing medical documents.

Key Responsibilities:

• Patient Registration and Flow: Welcoming patients, updating demographic and insurance information, and notifying providers of patient arrivals.
• Scheduling and Coordination: Booking, confirming, or rescheduling appointments, and managing walk-ins.
• Administrative Tasks: Answering phones calls, handling correspondence, processing referrals, and managing office supplies.
• Financial Duties: Collecting co-pays, deductibles, or outstanding balances and providing receipts.
• Compliance and Confidentiality:Protecting patient information perHIPAA regulations{rel="noopener" target="_blank"}and following OSHA requirements.
• Patient Experience:Answering patient inquiries, ensuring a clean waiting area, collection of customer satisfaction surveys (continuous quality improvement/assurance), and, in some cases, helping with patient emergencies.
• Data Entry and Verification: NC Tracks to verify insurance eligibility and NC Immunization Registry for vaccination status.

Medical Records and Referrals

Employee in this position will also be responsible for Pamlico County Health Department's medical records and referrals. This position is responsible for managing clients' health records, history, and referrals. Their main duties include helping conduct audits, gathering and filing patient information and processing referrals, scanning documents into electronic medical records, complying with HIPAA rules and regulations, maintaining records per policies, procedures, and retention and destruction schedules.

Key Responsibilities:

• Data Management:Compile, review, and organize patient medical records, including test results and doctor notes, for accuracy and completeness.
• Electronic Health Records (EHR):Maintain, update, and retrieve digital patient files using specialized software.
• Compliance:Ensuring compliance with HIPAA and privacy regulations.
• Information Release:Process authorized requests for medical records from other providers, insurance companies, or patients.
• Referral Processing:Initiate, process, and track patient referrals to specialists, ensuring all necessary documentation is included.
• Insurance Authorization:Verify patient insurance coverage and obtain necessary pre-certifications/pre-authorizations for consultations or procedures.
• Patient Communication:Inform patients of appointment details (date, time, location) and provide instructions for specialist visits.
• Closing the Loop: Ensure follow-up documentation is received from the specialist and incorporated back into the patient's primary medical record.

Billing Functions:

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