Administrative Specialist III - Lead

Summary

Job Duties

• Provide day-to-day assistance with administrative support to the clinic Personal Health Administrative Support Supervisor (PHASS), Personal Health Services Supervisor (PHSS), Area Manager, and Program teams.
• Provide backup support when needed to other administrative staff, to include clinic front desk and scheduling desk and site interpreter scheduling.
• Perform lead admin coordination to support the clinic, assist the front desk admin staff in patient check-in/registration and appointment scheduling for the scheduling of new and established patients.
• Site Buyer responsible for all purchasing/supply management needs for multiple programs.

• Delegate and coordinate work to administrative staff.
• Respond to employee and customer needs and concerns.
• Perform opening/closing duties at the clinic, as needed.

• Monitor the quality of work through QA/QI processes.
• Participate and coordinate in the Health Records purge activity.
• Ensure that all health records are in compliance with HIPAA and other regulations and guidelines.
• Coordinate release of health information activities for the Clinic and ensure compliance with regulations and guidelines.
• Identify and recommend training needs, provide training to staff, develop ongoing feedback process to reduce errors made in patient registration.

• Represent Health Information Management as the site-based SME.
• Assist with training on the HIM standard work.
• Attend monthly/quarterly Division HIM meetings where new procedures and policies are presented (Requires strong training and verbal communication skills).

• Perform weekly/monthly QA audits on the Health Record Filing and Scanning processes.
• Participate in site quality council activities.
• Identify errors, work with staff who fall below the established standard for accuracy.
• Ability to demonstrate application of health records management and maintenance principles in both paper and electronic formats.
• Demonstrate ability to perform and lead in direct over-sight of daily HIM operations at the site.
• Support training and introduction to the Health Information Management work for all site new hires.
• Lead, and train staff to HIM standards and protocols as needed.

Experience, Qualifications, Knowledge, Skills

• Demonstrated experience performing and leading in the direct over-sight of daily PH clinical site operations.
• Experience working in Electronic Practice Management systems that include health records, patient scheduling, and financial transactions.
• Demonstrated knowledge and ability to comply with HIPAA, Federal and State regulatory principles and guidelines.
• Demonstrated experience and knowledge of proper release of patient information including understanding of Federal and State laws and regulations that govern the release of information (ROI).
• Demonstrated knowledge and ability to apply various records retention guidelines.
• Demonstrated ability to move up to 25 pounds in order to move boxes and replenish office supplies. This may involve intermittent lifting, standing stooping, bending, and reaching during the course of the workday.
• Ability to provide a consistently high level of customer service with discretion, patience, and professionalism based on accepted customer service principles and departmental standards.
• Demonstrated ability to communicate with staff and clients in a pleasant, non-judgmental, respectful, and culturally sensitive manner under varying levels of stress.
• Strong interpersonal, conflict resolution, and problem-solving skills.
• Demonstrated ability to appropriately use critical thinking skills.
• Ability to work independently, or part of a multi-disciplinary team and maintain confidentiality.
• Ability to interact with patients around potentially sensitive issues and/or volatile situations.
• Skilled at organizing, prioritizing, multi-tasking and adapting to changes in workload demands and successfully meeting deadlines under strict time constraints without compromising accuracy.
• Skilled in the use of office equipment (e.g. multi-line telephone, fax machine(s), scanner, copier, and printer(s).
• Demonstrated ability to focus on multiple tasks, as well as apply critical thinking skills.
• Ability to demonstrate application of health records management and maintenance principles in both paper and electronic formats.
• Knowledge of various filing systems, including terminal digit and other health information management operations.

• Prior work experience directly related to Health Information Management for one or more years.
• Experience with Epic EHR Current Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) credential or the ability to successfully pass the American Health Information Management Association (AHIMA).
• Work experience at a site or organization level that involves participation in, and/or leading the implementation of an electronic health record.
• Prior work experience directly related to supply management to include processing purchase requisitions and maintaining par level supply inventory.
• Demonstrated leadership experience in healthcare is preferred.
• Work experience in an organization that has an electronic health records system.
• Work experience at a site or organization level that involves participation in, and/or leading the implementation of an electronic health record.

Supplemental Information

Forbes named King County as one of Washington State's best employers.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply

If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.

• NeoGov Job Application (The responses on your job application should be thorough and complete and will be used in the screening process)
• Supplemental Questions (The responses to the supplemental questions should be thorough and complete and will be used in the screening process)
• Resume (Outlining relevant experience)

• The selection process may include evaluation of application materials and supplemental questions, interviewing, and testing. You must completely fill out the application with your relevant education and work experience.
• The selected candidate must be able to pass a thorough background investigation, but findings may not necessarily disqualify an applicant for employment.
• For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring. For tips on interviewing, please visit https://www.kingcounty.gov/~/media/audience/employees/learning-and-development/Interview_Tips.ashx?la=en.
• Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
• Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
• Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
• Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
• When Public Health responds to an emergency, and in accordance with relevant CBA language and/or KC policy and procedures, we may assign duties outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.
• If you need a disability accommodation in the application or testing process, please call the contact number listed on the job announcement.