Office Assistant III- Human Services

Ozaukee County•Port Washington, WI

21h•$23 - $29•Onsite

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About The Position

The Office Assistant III provides administrative support for the Department of Human Services.

Requirements

High school diploma and up to one year of coursework in Medical or Human Services field required.
Minimum of five years’ experience of progressively responsible office work in a medical clinic, behavioral health setting or human service office setting.
Annual HIPAA training (obtained after hire).
Perform and coordinate moderately difficult and responsible administrative support work with little or no direct supervision.
Must demonstrate a thorough knowledge of word processing, spreadsheet, database, and internet software skills.
Considerable knowledge of Microsoft Office products software.
Knowledge of medical terminology is required.
Considerable knowledge of medical records policies, HIPPA privacy rules and department policies and procedures are necessary.
Ability to type with speed and accuracy is necessary.
Ability to communicate clearly and effectively both orally and written.
Excellent people, communication and organizational skills.
Ability to handle heavy phone/client traffic.
Ability to work under frequent distraction.
Maintain client rights by keeping personal and financial information confidential.
Ability to multi-task.
Ability to operate office equipment; computer, scanners, fax, copy machine, multi-line phone system.
Ability to perform in stressful situations.
Ability to be a team player.

Nice To Haves

Two-year associate’s degree is preferred in related field.

Responsibilities

Maintains, enters, and prints data for Access Meal program, the daily Home Delivered, Carry-Out, and Congregate meal site counts, generating the Meal Count Report, and e-mailing daily to caterer using Outlook.
Coordinates daily meal counts and meal cancellations with meal site managers and drivers.
Prints and distributes daily meal delivery route sheets from Access Meal Program.
Formats, prints, and distributes to the meal sites all meal program forms and labels using Word, Excel and Publisher.
Records weekly volunteer delivery hours for each meal site in Access Meal Program, using previous weeks route sheets where volunteers record their start and end times.
Prepares and orders weekly meal site supply orders using an Excel-based form and emailing supply order to caterer, using Outlook.
Formats monthly menus in Excel and prints and distributes.
Enters congregate roster data into state database.
Prints and distributes monthly home delivered meals client donation statements from Access Meal Program.
Enters new clients into Access meal program: demographics, meal planner, and coordinate address/location with google maps and delivery route.
Enter new client registration into state database.
Enters client assessment data into state database.
Investigates/makes follow up calls to emergency contacts when home delivered client does not respond to meal delivery volunteer.
Makes follow up calls to law enforcement for welfare check when emergency contact and client do not respond to office inquiry.
Follows up with law enforcement regarding results of welfare check.
Conducts Medicaid insurance eligibility inquires of all active clients.
Checks insurance eligibility using Forward Health Portals as well as third party insurance carriers.
Checks insurance eligibility for Federal Medicare using the Federal Medicare portal.
Documents current eligibility information into client’s Harmony file and report any changes to the Fiscal Department.
Releases patient information and client records using Harmony system of client files.
Reads and evaluates client case notes to determine eligibility of release of records to requesting parties following established HIPAA privacy rules, department confidentiality procedures and state mandated release of information statutes.
Confer with management regarding records management needs.
Coordinates, organizes, and processes records request procedures, such as opening and closing files, filing correspondence, copying, routing, answering requests for records, mailing, and ensuring proper purging of records and documenting all records that were released.
In addition, billing for services when applicable and creating invoices.
Requests medical records from various entities, as needed by staff, such as medical facilities and other providers, to ensure continuity of care.
Obtains signed HIPAA compliant Releases to properly request records.
Receives all incoming calls on multi-line phone system.
Obtains pertinent information using critical listening skills to facilitate correct transfer of all citizen/client calls, including assessing caller’s level of anger/anxiety/oddness/panic/confusion, using de-escalation practices, if necessary to transfer to appropriate division/person.
Provides information and assistance for clients and customers.
Answer moderately complex inquiries for the public.
Provides comfort and alleviates client anxiety by answering their questions.
Helps clients in distress by responding to emergencies and locating appropriate resources, both internally and externally in the agency.
Works with hospitals and law enforcement agencies in crisis situations to track down appropriate staff.
Performs front counter tasks, including greeting and assisting clients and visitors while using confidentiality and discretion with a vulnerable population.
Supervises check-in procedures including directing clients where to go and notifying all providers of their appointments.
Provides information and assistance for clients and customers.
Answers inquiries from the general public.
Provide comfort and alleviate client/customer anxiety by answering their questions.
Help clients/customers in distress by responding to emergencies using internal and external staff and resources to de-escalate situations.
Receive and receipt payments into three different receipting programs (Point and Pay, Excel and Access), via telephone, in-person and mail.
Schedule physician appointments.
Reminder calls to all clients for the next business day’s appointments.
Creates documents, sorts and distributes mail, prepares certified and Express Priority mail, faxes, makes copies and scans and adds confidential data into a shared database.
Mails intake paperwork to potential new clients.
Coordinates projects and assignments as requested by providers and other staff of all units within the department and assists them with their administrative support needs.
Performs data entry and maintains client files by using Harmony.
Assist staff with using office equipment.
Opens and closes reception and lobby area.
Orders necessary program forms at county and state levels.
Maintains department paper supply.
Create and print business cards for all staff, as needed.
Identify copy machine malfunctions and bring machine back to level of functioning.
Checks and distributes online emails and faxes to all department staff.
Researches and investigates phone calls, documents, visitors that present with limited or vague information to direct to appropriate program and/or staff.