Administrative Assistant - Health Department

Overview

PAMLICO COUNTY JOB DESCRIPTION

Health Department

The mission of the Pamlico County Health Department is to actively promote and protect the health and well-being of its citizens, to reduce the occurrence of disease, disabilities, or premature deaths; to provide skilled nursing services to those who are ill or homebound; to protect the health of citizens from environmental hazards; and to promote wellness, health, education, and safety.

Primary Purpose of Position: This position is responsible for the performance of a variety of management support functions which relate to multiple programs within Pamlico County Health Department. The employee serves as the receptionist and contacts clients and the public as well as responding to agency telephone calls. Other related functions include gathering data for encounters and collections of fees from patients who are seen by the agency’s medical providers.

The employee in this position is accountable for becoming knowledgeable of agency programs, services, staffing structure, and overall community resources and participates in the overall assessment process for patient services and needs. The employee will respond to questions and will provide information within their scope of responsibility. In addition, the position is responsible for coordinating the appointment system for the purpose of managing an efficient clinic flow system.

Work Schedule

• The normal work schedule for this position is Monday through Friday, 8:00 AM – 5:00 PM. Work may require extended hours or participation in services and special projects during evening hours, holidays, and/or weekends.

Public Health is a first responder agency for natural disasters, infectious disease outbreaks, technological hazards, and terrorist incidents. The position, like all other positions within the agency, may be required to participate in emergency response activities as deemed necessary by the Health and Human Services Director or designee.

Change in Responsibilities or Organizational Relationship:

General Updates. This position requires changes as the state and/or department changes rules and regulations.

• A. DESCRIPTION OF
  
  RESPONSIBILITIES AND DUTIES:
  
  

Administrative Duties:

Reception Desk:

Employee serves as the agency’s receptionist for the entire clinic front-desk operation. This position answers incoming calls for staff, greets visitors, assesses patient requests and determines referrals. The employee must remain knowledgeable of the agency’s services, programs, policies, procedures, and community resources. The employee provides information, program eligibility criteria, clinic schedules, and general assessments of patient situations to determine referral sources.

The employee explains policies and procedures and, while managing a multi-line telephone system, also registers walk-in visitors, initiates registrations, schedules appointments, accepts patient payments, completes receipts, and delivers customer service.

The employee also remains knowledgeable of the agency’s policies and procedures, provides information to patients regarding billing procedures, and completes encounter/billing forms. The employee coordinates much of the referral process for patients served by Health Department staff and assesses fees based on information provided by the medical provider and the approved fee schedule.

The employee may assist in establishing and maintaining records for patients treated in various programs. The Electronic Health Record (EHR) may be updated or accessed in preparation for clinics, and appropriate program forms filed in patient records in accordance with program criteria and procedures. Duties may include assembling documents for the medical record and filing medical documents.

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