ADMINISTRATIVE ASSISTANT II - 64049828

State of Florida • Key West, FL

5d • $35,000 - $42,500 • Onsite

About The Position

This position provides general clerical duties for the clinic, including front desk operations requiring a high level of independent decision making, and adherence to HIPAA guidelines while providing excellent customer service. The position is responsible for the maintenance and updating of all FDOH – Monroe clinical appointments, client registration, and general clerical cashiering processes. The incumbent must be knowledgeable of all services offered by FDOH – Monroe, and have knowledge of all clinical procedures, as well as departmental procedures and State laws and regulations. General responsibilities include answering the telephone; directing the public to appropriate resources; client registration; client check-in; making appointments; client check-out; systematically verifying a Super Bill (CIS) for each client that checks in/out; entering client data, information, and services into the Health Management System (HMS), and Florida Shots; performing financial screening; determining Ryan White client eligibility and monitoring their financial obligations, pulling and filing client records; handling cash and client charges. This position functions as the clerical liaison with medical staff in serving clients in the most efficient manner possible. This position may assist with follow-up and scheduling for 2-year-old immunizations. This position receives and processes incoming and outgoing mail for the health department. This position functions as a backup to vital statistics and coordinated the department’s swim voucher program.

Requirements

• Ability to lift and maneuver boxes
• Knowledge of the principles and techniques of effective communication
• Knowledge of office procedures and practices
• Knowledge of filing, typing, entering data, maintaining records and using/completing forms
• Knowledge of Vital Statistics policies, regulations and processes.
• Ability to work with diverse individuals
• Ability to collect and compile information
• Ability to complete a task or work assignments with little or no guidance
• Ability to interpret policies and procedures
• Ability to resolve issues independently
• Ability to work well with others
• Ability to prepare written material without assistance
• Ability to interview individuals
• Knowledge of Insurance verification and systems such as Medicaid, Medicare, private insurance and billing Insurance
• Ability to organize prioritize and meet deadlines
• Must have a Valid Florida Driver’s License
• Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.
• Incumbent may have access to records containing Social Security numbers in the performance of their job duties.
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English.

Responsibilities

• Performs various functions in the Health Management System (HMS), and Florida Shots including but not limited to fee collections; recording of clinical service codes in HMS within the same calendar day of service provision; client registration; client check-in; client check-out; entering client demographic and financial data; performing financial screening; making initial and follow-up appointments; calling to remind of scheduled appointments and rescheduling all appointments as necessary.
• Collects all client payments, including full fees, sliding fees and co-pays for all clinical clients (STD, HIV, Family Planning, Immunization, Refugee Health, TB, Adult Health, etc.). Record all other encounters for Medicaid/Medicare and Private insurance within 7 days of receipt of service. Records Super Bill (CIS) services and billing for all community-based pods within 7 days from receipt of services (Vaccine “POD’s”, Community Outreach, etc.) Maintain change fund for providing change to clients as necessary.
• Prepares new electronic medical records in HMS, and updates existing records. Enters, scans, and verifies data accurately and efficiently from hard-copy documents to a computer system (HMS), and Florida Shots. Responsible for client registration and check-in, as well as possessing a thorough understanding of eligibility criteria, billing processes and the fee schedule(s). Obtains client signatures for consents and privacy notices. Provides electronic file maintenance by sorting documents, scanning, and filing in appropriate electronic medical records.
• Works independently at the front desk answering telephones in a timely, courteous, and professional manner for scheduling, verifying, cancelling, and rescheduling all client appointments. Screens and directs incoming calls and messages to the appropriate party according to office policy and directing the public to appropriate resources. Updates client demographics in Health Management System (HMS) and complete/compile accurate documentation for client clinical visits. Processes incoming and outgoing for the health department.
• Serves as back-up for Vital Statistics in Monroe County covering lunch breaks and time off for Vital Statistics. Assists the public with over-the-counter orders and inquiries for both birth and death certificates. Assumes responsibility for the use of safety paper while covering the department. Maintains and updates competencies as needed with regards to the Vital Statistics department.
• Serves as the mail custodian. Collects mail/checks and properly logs them and disburses them to staff.
• Serves as coordinator of the FDOH-Monroe Swim Voucher program. Processing applications, invoices and managing the blanket purchase order for the program.
• Attends and participates in Quality Improvement Activities, In-Service programs, and staff meetings. Successfully completes annual DOH mandatory trainings as well as other assigned trainings within the specified timeframes.
• Performs other duties as assigned which may include providing back up duties for other clerical positions based on agency need at any clinic location. Helps with immunization “PODS” and occasional coverage at other FDOH – Monroe clinical sites. Scans and maintains electronic and paper filing systems, as applicable.

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed