Administrative Specialist II-Medical Records/Immunization/Preventive Health/WIC-Beaufort County HD

State of South Carolina - Beaufort County, SC2.8

Job Responsibilities
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Under supervision of Clinic Administrative Assistant, performs a variety of duties for the multi-program clinic, including direct contact with clinic clientele and staff. Independently performs a variety of advanced duties involved in the operation of the Immunizations and Medical Records programs. Uses knowledge of operations and program processing of information to assist all programs in maintaining a quality and comprehensive medical record. Provides administrative support to clinics in other counties in operational area, most often in the Beaufort and Bluffton Health Departments.

Signs out through CARES all appointed patient records for scheduled clinics, informing clinics as to the location of the records. Pulls records for all walk-in patient and scheduled patients in a timely manner. Maintains proper record format and follows guidelines relating to medical records. Responsible for archiving records annually following retention/storage rules. Files loose materials, labs and all other correspondence in records. Identifies , investigates and corrects duplicate patient numbers/health records to ensure one number per patient.

Performs daily color-coding of records for filing terminal digit. manually retrieves, verifies and updates pertinent patient information on the health service record, health record folder and master list for all clinic programs.

Ensures official DHEC forms are placed in the proper chart order in accordance with DHEC policy. Establishes client record and retrieves/returns charts to medical records..

Back-up Front Desk Receptionist. Knowledgeable in all program areas. Answers incoming calls concerning new patient numbers, location of records, record requests and transfer requests from all Region clinics. Assists multidisciplinary staff with charts and other medical records needs.

Performs all Administrative duties required to provide Immunization services to authorized clients. Includes: completes intake and out-take of patient data, and conducts Medicaid eligibility interviews. Provides quality customer service in a culturally competent manner in face-to-face and/or telephone encounters and maintains client confidentiality. Interviews clients per clinic guidelines,

Bills Medicaid, Private Pay, and other third party billing systems. Financially screens all clients appropriately. Collects payments if applicable, and prints cash drawer daily in accordance with DHEC policies and clinic procedures. Maintains correct change fund balance.

Submit South Carolina Enterprise Information Systems (SCEIS), Personnel Cost Accounting System (PCAS), leave requests, required monthly reports in a timely manner. Other duties as assigned.

Minimum and Additional Requirements
State Minimum Requirements: A high school diploma. Related clerical experience may be substituted for a high school diploma.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.

Agency Additional Requirements: A high school diploma and two years of clerical office experience or an associate's degree in secretarial science or a related field. Experience providing customer service in a medical office environment preferred.

Extensive knowledge of office policies, procedures and practices. considerable knowledge of filing and record keeping techniques. Working knowledge of general administrative service functions. Working knowledge of the care and operation of standard office equipment. Ability to collect and assemble information in a clear, concise manner. Ability to communicate effectively, both orally and in writing. Must be flexible, dependable and willing be cross-trained as needed. Ability to exercise judgment and discretion in interpreting and applying policies. Ability to maintain strict patient confidentiality.

Must be able to bend, stoop, reach, walk up and down stairs and lift a minimum of 35 pounds. Use of personal vehicle may be required. Good time management. Ability to work with a culturally diverse population within the DHEC policy and guidelines. Occasional regional travel is to be expected.

All new employees who are healthcare providers are required to provide documentation of immunity or be immunized against measles, mumps, rubella, pertussis, Varicella and Hepatitis B prior to beginning employment.

In accordance with the State's Disaster Plan, which includes hazardous weather, DHEC employees may be required to work in times of an emergency or disaster.

If the state minimum and agency additional requirements require a degree, applicants will be required to upload a copy (official or unofficial) of the transcript as an attachment to the application. Please note that some of the areas of the agency may require an official, certified copy of the transcript prior to hiring or within a specific timeframe required by that area, after hiring. (yes or no) required.

DRIVING RECORD: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

SC DHEC is an equal employment opportunity/affirmative action employing agency. We are committed to a diverse workforce. SC DHEC does not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.

Preferred Qualifications
Experience providing customer service in a medical office environment preferred.