Senior Office Specialist
About The Position
This position performs a variety of reception, administrative support, records processing, and document production using standard office technology. Work includes greeting the public and answering questions and providing customer service, typing or data entry work, creating and maintaining accurate files, logs and records. The employee is expected to have a good understanding of the Health Department and County and its services to respond to inquiries, including some technical knowledge about departmental or County policies and procedures. Customer service duties require tact and courtesy particularly when encountering sensitive or confidential matters, such medical records. Work has some variety in daily assignments or work activities. Work typically follows established procedures; precedent-setting situations are referred to others. Specific oral and/or written instructions are available to apply to most work situations. Work includes the use of modern office technology, including word processing, spreadsheets, and other software applications. This position performs a variety of office tasks and is assigned to the Health Department central clinic area. This position assists with scheduling appointments, determining income eligibility and fees for services rendered, as well as registering clients that present for services.
Requirements
- Excellent customer service skills
- Ability to handle multiple priorities simultaneously
- Ability to learn scheduling software
- Ability to answer phones and schedule medical appointments
- Maintaining patient confidentiality as per the Health Insurance Portability and Accountability Act of 1966 (HIPAA)
- Significant knowledge of office or work unit procedures, methods and practices.
- Significant knowledge of and ability to use correct grammar, vocabulary, spelling and office terminology to compose and/or proofread correspondence, reports and other materials.
- Significant knowledge of accounting procedures, mathematics and their application in the work environment.
- Ability to learn and independently apply laws and departmental rules and regulations covering programs and services.
- Ability to review and process information to determine conclusions, actions or compliance with applicable laws, rules or regulations.
- Ability to apply a variety of work-related formulas or mathematical calculations.
- Ability to record, compile, summarize and perform basic analysis of data.
- Ability to independently work with people with courtesy and tact in performing public contact duties that may be sensitive in nature.
- Graduation from high school supplemented by business courses and some administrative support and/or office technology experience; or an equivalent combination of education and experience.
Responsibilities
- Scheduling appointments for medical patients
- Work with patients using tack and courtesy in person or over the phone
- Performing reminder calls for upcoming appointments
- Communicating with a variety of health care professionals, including providers, nurses, lab staff, etc
- Handling paper and electronic files
- Assisting with billing and insurance claims
- Resolving scheduling conflicts
- Resolve questions
- Takes accurate and concise messages according to Health Department protocols
- Accurately enters patient information in the computer/scheduling program
- Correctly cancels and reschedules appointments as needed and documents in the patient chart
- Maintains patient confidentiality
- Directs urgent calls to nursing staff
- Checks out patient at end of visit answering any patient questions including simple billing questions
- Collecting co-payments from patients and entering information into an electronic billing system
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
