Administrative Assistant- Health Department

Opening Date: January 5, 2024

Closing Date: Until filled

Salary: Up to $43,000

Location: 227 W. Jefferson Blvd., 9th Floor County City Building, South Bend, IN

Status: Full Time

Job Category: COMOT (Computer, Office Machine Operation, Technician

FLSA Status: Non-exempt

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. St. Joseph County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would cause an undue hardship.

Incumbent serves as Administrative Assistant for the St. Joseph County Department of Health Nursing Unit, responsible for animal bites, creating medical records, maintaining accurate files, ensuring compliance with legal requirements, and providing clerical support to department personnel.

Duties

Answers telephone, responds to inquiries, provides information and assistance, schedules appointments, and/or directs calls to appropriate unit or individual.

Creates medical records using File Maker for immunizations, lead, animal bites and tuberculosis (TB) results, then scans paperwork into DocuWare.

Creates official medical records for clients receiving health care services at the St. Joseph County Department of Health (SJCDoH). Files information in medical records as it is received and maintains medical records in compliance with State and county departmental policies and procedures.

Locates medical records for department staff as requested, verifying authorizations as required.

Reviews all medical records for discrepancies, recording and notifying directors of said discrepancies.

Tracks disclosures of health information, ensuring compliance with State of Indiana and Health Insurance Portability and Accountability Act (HIPAA) policies and procedures.

Monitors South Bend Medical Foundation Lab reporting printer, distributes labs to appropriate nursing departments, and maintains/orders printing supplies as needed. Troubleshoots printing problems, contacts Foundation when labs are not received, and assists with printing hardware issues as necessary.

Processes all animal bites and notifies appropriate city, county, and state agencies. Provides written communication and guidelines to the victim(s). Refers animal bites that require prophylactic intervention to the public health nurses. All animal bites will be entered into the appropriate government database and filed in a timely manner.

Prepares orders for supplies and vaccinations for Nursing unit staff.

Occasionally balances cash drawer at end of the day.

Occasionally responds to public health emergencies on a 24-hour basis.

Occasionally attends training/workshops as necessary.

Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED. Previous experience in medical records department required. Associate degree in administrative support services or related field preferred.

Must be at least 18 years of age.

Thorough knowledge of standard policies and practices of St. Joseph County Department of Health, with ability to apply appropriate procedures accordingly.

Knowledge of medical terminology, billing code systems, and applicable rules and regulations of Medicare, Medicaid, Indiana Department of Health (IDoH), and private insurance companies, with ability to prepare billings and complete required paperwork.

Thorough knowledge of legal requirements and proper procedures for creating, filing, and releasing medical records information, with ability to assure proper maintenance of department files, apply and interpret procedures, and complete additional training seminars as needed.

Working knowledge of and ability to make practical application of computers and standard office software programs required for billing operations.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence, forms, written reports, records, and documents as required.

Ability to properly operate standard office equipment, including computer and department software applications, calculator, lab reporting printer, keyboard, telephone, copier, cash register, typewriter, and fax machine.

Ability to effectively communicate orally and in writing with co-workers, other County departments, Family & Social Services Administration, area businesses, physician's offices, school corporations, childcare agencies, federal and state disability agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/difficult persons.

Ability to understand, memorize, retain, and carry out verbal or written instructions. Ability to file, post, and mail materials, and to maintain accurate and organized records.

Ability to compile, analyze, evaluate, and organize data, make determinations, and present findings in oral or written form.

Ability to work alone with minimum supervision and with others in a team environment, often amidst frequent distractions and interruptions, and on several tasks at the same time.

Ability to compute/perform arithmetic operations, such as preparing billing statements and maintaining account balances.

Ability to apply knowledge of people and locations and plan/layout assigned work projects.

Ability to occasionally work extended hours and travel out of town for seminars, but not overnight. Ability to occasionally respond to emergencies on a 24-hour basis.

II. RESPONSIBILITY:

Incumbent performs duties according to a flexible, customary routine with priorities primarily determined by Director of Nursing and service needs of the public. Assignments are guided by definite objectives using a variety of methods or procedures, with incumbent referring to director for unusual matters, such as policy interpretations. On rare occasions, decisions are made in the absence of specific policies and procedures, and/or guidance from director. Work is primarily reviewed for compliance with legal requirements and objectives and compliance with department policy. Errors in work are usually detected or prevented through legally defined procedures. Undetected errors could result in loss of money to the department, loss of time to correct error, and/or work delays in other departments/agencies.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent communication with co-workers, other County departments, Family & Social Services Administration, area businesses, physician's offices, school corporations, childcare agencies, federal and state disability agencies, and the public for the purpose of exchanging information, rendering service, and resolving problems.

Incumbent reports to the Director of Nursing.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, keyboarding, lifting/carrying objects weighing 25 to 50 pounds, pushing/pulling objects, bending, reaching, crouching/kneeling, close vision, speaking clearly, hearing sounds/communication, and handling/grasping/fingering objects. Incumbent maintains frequent contact with the public and may be exposed to difficult persons. Incumbent occasionally works extended hours and travels out of town for seminars, but not overnight. Incumbent occasionally responds to emergencies on a 24-hour basis.