Senior Clerk - Full-time / Part-time

OCCUPATION PROFILE

JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORTOCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORTOCCUPATION: OFFICE CLERKS, GENERAL43-9061BROADBAND LEVELS: Level 1 Pay Band 001Level 2 Pay Band 003

REQUIREMENTS

This Senior Clerk position will be responsible for providing customer service, information about our services, preparing the dental/medical and computer record, making necessary appointments as requested per client or providers and performs in-take and exit following FDOH-Lake policy and procedures in multiple clinical sites. The position performs independent judgment in the security and maintenance of dental/medical records in a centralized area. Protects the integrity of assigned data set(s) and assists with security and procedures as needed. Responsible for reviewing Policy and Procedure Manuals and Security and Confidentiality Manuals.

Must have verifiable work experience providing services in a public health Dentistry office. Must have verifiable work experience and basic computer skills to include knowledge of Microsoft Word, Excel, Outlook and Office. Dental, medical knowledge and terminology preferred. Customer service oriented. Intermediate computer programs, Excel, Word, Outlook. Fax and copier.

All applications must be completed online through People First. No faxed or mailed applications will be accepted by the agency.

**NOTE: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida, Employment Application. **

This position requires a security background check and participation in direct deposit.

Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

POSITION DESCRIPTION

This Senior Clerk position will be responsible for providing customer service, information about our services, preparing the dental/medical and computer record, making necessary appointments as requested per client or providers and performs in-take and exit following FDOH-Lake policy and procedures in multiple clinical sites. The position performs independent judgment in the security and maintenance of dental/medical records in a centralized area. Protects the integrity of assigned data set(s) and assists with security and procedures as needed. Responsible for reviewing Policy and Procedure Manuals and Security and Confidentiality Manuals.

Intake: Greet all incoming clients. Prepare superbill/encounter forms. Assists with the answering of phones and exit. Conduct client interviews to provide services for all FDOH-Lake programs including assessing Medicaid status of potential clients for determining eligibility. Is responsible for entering and updating of client demographic, financial and other needed information in HMS and Florida Shots ensuring that they match. Run FMMIS reports on clients, enter insurances into HMS system and update as necessary. Have client sign necessary consent(s)/release forms necessary for completion of medical record and/or other specific forms for requested services. Obtain payment authorization from HMO for recipients following policy and procedure. This incumbent may be required to perform or access translating service for Spanish as well as other language clients needing assistance, service information or appointment scheduling. Maintain records and tracking logs as necessary for LCHD clinic programs. Run and reconcile daily reports and logs.

Exit: Greet all incoming and exiting clients. Assist with intake of clients and the answering of phones. Receive superbill/encounter forms from staff -- check for incomplete or missing data. As necessary, returns encounter form to nursing staff for addition or correction. Enter reported services into HMS and bill appropriate services to client. Collect and post payments, provide proper change and provides client with a receipt. Responsible for daily cash drawer/change fund, daily posting and billing of services. Schedule needed return appointments. Makes sure all reports and payments are accurate and ready for pickup. At end of day, completes all necessary reports for proper cash verification/close and fiscal reporting. End of day email to designated fiscal personnel and supervisor. Maintains the daily change fund log.

Answer Phones: Handles the scheduling of clinic appointments based on program and services requested. Applies knowledge and understanding of the LCHD eligibility process. Provides clients with information relating to the eligibility process along with detail on what items will be needed. Direct and refer callers and inquiries to proper resources, departments or agencies. Ensure the efficiency and effectiveness of the LCHD clinic and flow of clients. Maintain knowledge of LCHD programs, services and fees. Maintain files in an organized and efficient manner. Assist in training of new employees. Responsible for maintaining knowledge of Standard Operating Procedures, Policy and Procedure Manuals and Security and Confidentiality Manuals.

Prepare client records for each clinic schedule according to scheduled appointments. Review charts to ensure all appropriate forms are in chart and are up to date. Check label envelope to ensure that an adequate number of labels are available based on appointment type and that are for the correct client. Run and review FMMIS reports to determine coverage prior to client visit. Update or add insurance information as necessary. Request and provide the medical record where it is needed, when it is needed, and to whom requests records following policy and procedure for removing from the secured area. Ensure that all medical records are returned to the Medical Records Department. File incoming forms and information appropriately. Maintain confidentiality of medical records according to federal regulations and state statutes. Scan and attach necessary forms in HMS.

Issue computer printed certified copies of birth certificates to parents, legal guardians, attorneys that represent the registrant, parent or guardian, and also the registrant if of legal age (18). Issues death certificates to funeral directors, direct disposers, attorneys and anyone else requesting with application and proper authorization. Enters information as required by state office of vital statistics into computer for completion of requests. Collects established fees according to Lake County Health Department and State of Florida policy and procedures and Florida Statutes. Generates computer receipt of monies collected. Answer telephone inquiries, taking messages and dispensing Vital Statistics information as requested. Requisitions security paper from main office when down to one whole unopened pack. Ensures all security paper is double locked when taken out of copiers/printers. Pulls safety paper report to ensure that copies used match report and any discrepancies notifies main office immediately. Balances monies at the end of day. Lock paper in safe. Send report to Fiscal Department via email and fax reports to main office daily.

Responsible for participating in monthly staff meetings. Perform other related work required duties or as a back-up for any Senior Clerk staff member as deemed necessary for clinic coverage

DESCRIPTION:This is work performing duties too varied and diverse to be classified in any specific office clerical occupation, requiring basic knowledge of office management systems and procedures. Clerical duties may be assigned in accordance with the office procedures of individual establishments and may include a combination of answering telephones, bookkeeping, typing or computer processing, stenography, office machine operation, filing and/or determining program eligibility.Some positions in this occupation may be responsible for coordinating work and supervising employees.EXAMPLES OF WORK:Supervises employees by assigning work, reviewing progress and assessing performance.Compiles, copies, sorts, and files records of office activities, business transactions, and other activities.Computes, records, and proofreads data and other information.Operates office machines.Completes and mails documents.Stuffs envelopes and addresses, stamps, sorts, and distributes mail, packages, and other materials.Scans and Indexes files.Composes and types letters and other correspondence.Orders materials, supplies, and services, and completes records and reports.Answers telephone, responds to requests, delivers messages, and runs errands.Reviews files, records, and other documents to obtain information to respond to requests.Completes work schedules and arranges appointments.Collects, counts, and disburses money, completes banking transactions, and processes payroll.Communicates with customers, employees, and other individuals.Maintains logs and inventories and prepares related reports.Provides basic information to clients.Determines program eligibility and provides program benefits to clients.Inputs and retrieves program specific information and/or prints program documents.Assigns and reviews work or other employees and trains as required.

EXAMPLES OF JOB CHARACTERISTICS:

Documenting/Recording Information

Entering, transcribing, recording, storing, or maintaining information in either written form or by electronic/magnetic recording.

Processing Information

Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data.

Communicating With Persons Outside Of the Organization

Communicating with persons outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.

Performing Administrative Activities

Approving requests, handling paper work, and performing day-to-day administrative tasks

Getting Information Needed to do the Job

Observing, receiving, and otherwise obtaining information from all relevant sources.

Interacting With Computers

Controlling computer functions by using programs, setting up functions, writing software, or otherwise communicating with computer systems.

Communicating With Other Workers

Providing information to supervisors, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.

Establishing and Maintaining Relationships

Developing constructive and cooperative working relationships with others.

Handling and Moving Objects

Using one's own hands and arms in handling, installing, forming, positioning, and moving materials, or in manipulating things, including the use of keyboards.

Evaluating Information Against Standards

Evaluating information against a set of standards and verifying that it is correct.