Health Department Administrative Clerk

Summary This position provides the following duties in support of the department-wide mission to provide fair opportunity for those in our community to achieve their full health potential :

• front desk reception and clerical support for Crook County Health Department
• greet clients, make appointments, notify clients when scheduled, and
• general front office tasks in a medical setting Essential Job Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Electronic Health Record data entry
• Locate EHR charts and review for needed information, ensuring information is accurate and within accepted time requirements
• Update information in computer through EHR, including data entry and scanned documents
• Send out reminders / calls for reminders
• Prepare paperwork for client clinic visits Clinic Reception
• Interview and create new client in Electronic Health Record software during initial visit
• Accurately interview client to complete needed paperwork
• Provide client information regarding their visit
• Obtain and document payments
• Have paperwork ready for nurse / clinic staff
• Immediately schedule Emergency Contraceptive Pill appointments for clients WIC Reception
• Complete all required WIC trainings for reception
• WIC check-in and transfers as needed
• Additional WIC duties as assigned by supervisor or team lead
• Explain to new or current participants how to use WIC benefits
• Notify clients of upcoming appointments via text, call, mail General Reception
• Assess and appropriately engage all individuals entering the department using trauma informed care principles, de-escalation skills, critical thinking, and excellent customer service
• Assess need for interpreting and use resources available to ensure equitable care
• Have current and correct knowledge and ability to explain fee schedule and estimate costs to clients
• Ensure client understanding of rights & responsibilities
• Conduct tasks and responsibilities with complete adherence to confidentiality laws and department policies & procedures
• Greet, screen, and direct visitors, guests, vendors, and members of the public
• Answer phones, make appointments, and route calls
• Provide referrals as needed General Office Duties
• Lock medical records room when closing for the day
• Log on and off all computer systems
• Process incoming and outgoing mail
• Mail reminders or call / text clients
• Maintain fax and copier paper supply
• Balance cash register, lock money in safe
• Keep statistics and complete needed reports to the state
• Order any necessary forms from the state
• Assist program coordinators with any needed outreach
• Filing and typing as needed
• Cross train in all public health programs for functional understanding
• Provide referrals and information to the general public Program Support
• Reproductive Health and Immunization Program clerk
• Forecast immunizations on state computer system (ALERT)
• Support WIC education for clients Additional Duties
• Training in ICS100, 200, 700, 800, and additional classes as needed to practice and implement assigned Public Health Emergency response roles
• Participate in Quality Improvement and Performance Management
• Meeting notes and documentation as assigned
• Texting service for appointment reminders and other communication as needed
• Vital Records Deputy Registrar (backup)
• Complete certification requirements and provide Medical Chaperone services, as assigned Competencies 1. Customer service 2. Initiative 3. Verbal and written communication proficiency 4. Ability and skill in working with the public (upset clients) 5. Time management 6. Ethical conduct 7. Knowledge of community resources 8. Ability to maintain confidentiality 9. Ability to work evenings and weekends as necessary in a public health emergency and travel when required 10. Ability to work in a fast-paced environment Performance Indicators 1. Completion of all training and reporting requirements 2. Timely response to organization-wide initiatives and requirements (i.e. policy compliance, workforce surveys, training documentation) 3. Contribution to a minimum of one organization-wide initiative per year (i.e. Quality Improvement processes, reaccreditation, annual staff training implementation, department-wide meetings, et cetera) 4. Timely submission of reporting requirements for each assigned program area, including Operational Plan outcomes recorded in performance management software 5. Utilization of project management software and SharePoint to support department-wide initiatives including website and social media communications Supervisory Responsibility This position has no supervisory responsibilities. Work Environment This is a primarily clinical role, with some sedentary work; however, some filing, lifting, and carrying may be required. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The environment can be fast-paced, and clinics may be held in a variety of environments, indoors, outdoors, and on and off-site. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to sit; stand; walk; lift; use hands to finger, handle or feel; and reach with hands and arms. Ability to lift up to 20 pounds, twist, and bend. Position Type and Expected Hours of Work This is a full-time position. Typical days and hours of work are Monday through Friday, 8 : 00 a.m. to 5 : 00 p.m. Some weekends and evenings may be required for travel, events, and / or training. This position qualifies for limited flexible scheduling options if / when coverage allows, as approved by the department Director. Travel Local and regional travel for presentation, events, and training may be expected. Required Education and Experience
• High School Diploma / GED
• 2 years’ experience in general office practice including computer data entry and customer service OR
• Any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the job Preferred Education and Experience
• Associates or Bachelors Degree in public health, health, social services, or related field
• Proficiently bilingual English / Spanish
• Applied knowledge and skill with EPIC (Electronic Health Record) computer system
• Experience in medical reception or billing
• Experience working with WIC
• Experience working in public health, health, or social services
• 3+ years’ experience in general office practice, including computer data entry and customer service
• Certified Community Health Worker, Traditional Health Worker, Or Peer Support
• Certified Medical Chaperone Additional Eligibility Requirements
• Must hold a valid Oregon driver’s license
• Able to complete a thorough employment and criminal history check
• Able to successfully pass a pre-employment drug test
• Final candidates will be required to provide official proof of college degree and certified transcripts (not required for all positions) Safety Sensitive Requirements This position is considered to be a safety sensitive position subject to drug screen(s) and adherence to all vaccine / immunity requirements for the healthcare setting.AAP / EEO Statement
• This position is ‘at-will’, and either Crook County or the employee may terminate the relationship at any time with or without cause
• Crook County is an equal opportunity employer Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.