Clinic Administrative Assistant

Gallatin County•Bozeman, MT

14d•Onsite

About The Position

This position is located in the Gallatin County Sheriff’s Office Detention Division and is responsible to protect the integrity of the medical records generated by medical staff. Ensures the medical clinic runs smoothly and efficiently. Answers the phone, directs calls to the appropriate person and or takes messages. Provides medical information to inquiries as appropriate and compliant. Actively engages in cost savings and recovery strategies utilizing local state and federal programs, initiatives or grants. Answers inmate inquiries about medical billing. This position is supervised by the Detention Center Clinic Director.

Requirements

Knowledge of the principles and practices, theories, laws and authorities of corrections and medicine
Medical terminology
Insurance, billing and accounting
Office management
Operation and maintenance of equipment used in an office
Community resources
Health care records management
Interpersonal relations
Detention Center policy and procedures
Inmate rights
Common safety hazards and precautions
Ability to apply knowledge
Handle sensitive and confidential information
Communicate effectively both in writing and verbally
React well in emergency situations
Establish and maintain cooperative relationships with those contacted in the course of work
Pass a criminal history check and background investigation

Responsibilities

Communicates in a professional manner with inmate’s family/friends, attorneys or guardians regarding medical care and concerns following all HIPAA guidelines.
Attend and participates in committees as required (team and mental health meetings, safety committee, etc.).
Distributes notes appropriately.
Participates in professional development activities and maintains professional affiliations.
Assist with implementing new workflow to maximize efficiency.
Communicate clearly and effectively with staff.
Establishes and maintain subjective work relationships with inmates, staff and the public.
Inventories, orders and picks up clinic supplies, labs and meds as needed.
Assist nurses by pulling charts, answering phones, and answering standard procedure questions.
Mitigates issues with the pharmacy.
Assist with the pharmacy audit.
Checks/logs in medication mail orders and the delivery of medications per the Clinic policy.
Destroy stored medications per Clinic policy.
Maintain medical and office equipment.
Stock exam rooms.
Maintain counts/audits on Clinic’s sharps.
Organize and maintain a procedure manual for clinic staff.
Assist with developing and managing a nurse preceptor program.
Coordinate patient flow in the clinic.
Perform general administrative duties as needed.
Create and monitor IT requests.
Assists with special projects and planning large purchases.
Reviews the accuracy of timesheets of clinic staff prior to forwarding onto the Office Manager.
Coordinates access to internal and Hospital electronic health records
Monitor staffing of clinic to ensure proper coverage in accordance with the Clinic Director.
Assists in scheduling outside appointments.
Coordinate clinic staff education and training.
Assists with coordinating efforts in meeting regulatory compliance.
Assists in planning and coordinating clinic staff meetings.
Reviews bookings to ensure scheduling of 14-day evaluation.
Tracks preauthorization for DOC or other inmates.
Answer billing kites from inmates.
Process pharmacy returns per the Clinic policy.
Negotiate pricing when authorized to do so.
Ensures health information is maintained as required for HIPAA compliance.
Scan/File medical and relevant data in the medical record within 3 days of care delivery.
Ensures completion of medical release information to obtain medical records as necessary.
Requests relevant information from other providers.
Releasing relevant information to other providers as allowed by law and policy.
Provide inmate records to transport officer.
Compiling and formatting medical clinic data for dashboard weekly and monthly to include: break down of medical contacts, kites, grievances, charts reviewed, inmates on medications, etc.
Compiling and formatting mental health data for dashboard weekly and monthly to include: kites, mental health contacts, etc.
Maintains yearly turn over statistics and other statistics as needed.
Informs supervisor and or security staff of critical information that may affect safety/security or care of the facility.
Keeps the Medical Provider and supervisor informed at all times of relevant information.
Complies with all Gallatin County, Sheriff’s Office and Detention Center policies, procedures and rules and provides documentation as required.
Performs a variety of other duties as assigned by the Detention Center Administrator.
If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.