POSITION OBJECTIVES

This is a program support staff position. The primary purpose is to provide a variety of front office activities in support of the Klamath Tribes Medical Clinic. The Medical Clinic Office Clerk will have limited access to the Medical Records Room.

MAJOR DUTIES AND RESPONSIBILITIES

1. Perform receptionist duties for the Klamath Tribes Medical Clinic. This includes receiving and greeting visitors and patients; receiving and relaying incoming and inter-office telephone calls; answering routine and procedural inquiries personally and referring other matters to the supervisor and/or appropriate staff members. Must at all times demonstrate above average customer service.

2. Schedule Medical Clinic patient visits in person or on the phone. Efficiently manage available appointment time slots using the Next Gen EPM system.

3. Check patients out using the Next Gen EPM System. Ensure follow-up appointments are scheduled for patients as needed when checking out or arrangements have been made to schedule at a later date.

4. Contact Klamath Tribal Health Transportation or Tribal Administration Transportation to set up rides for those patients requiring transport to appointments; this must be completed before the patient leaves the Medical Clinic.

5. Make phone calls to patients to schedule/reschedule appointments as requested by clinical staff and/or supervisor.

6. Make phone calls to patients to remind them of their scheduled appointments at least one day in advance of the appointment. Generate computer letters or mail reminder cards, as needed.

7. Ensure that any calls tasked to another staff member are documented in EHR.

8. Ensure all patients are offered Patient Portal and assist with instructions for patient

to sign up.

9. Assist patients with the completion of record release forms and/or other forms as needed.

10. Cross train in all clinic administrative functions to provide back-up service as needed.

11. Like all employees of the Klamath Tribes, the incumbent will be called upon to accomplish other tasks that may not be directly related to this position, but are integral to the Klamath Tribes’ broader functions, including but not limited to, assisting during Tribal sponsored cultural, traditional, or community events that enable the successful operation of programs and practices of The Klamath Tribes as aligned with The Klamath Tribes’ Mission Statement. Some of these tasks may be scheduled outside of regular work hours, if necessary.

SUPERVISORY CONTROLS

The immediate supervisor is the Medical Operations Director. Work is normally assigned in terms of objectives to be achieved with standard procedures to be used. The employee carries out detailed instructions given on assignments. Work is reviewed by the supervisor from draft through final. Employee seeks guidance on unusual or difficult matters.

After initial training, recurring assignments are completed independently. Completed work is spot checked for accuracy, adequacy and timeliness, and compliance with policies and procedures.

KNOWLEDGE, SKILLS, ABILITIES

Must have excellent typing skills. Emphasis will be on accuracy and attention to detail. Skill and ability to operate a computer in order to accomplish assignments in a proficient manner. Ability to use and operate Windows and medical office programs; Next Gen EPM.

Ability to communicate orally and in writing. This person should be able to express her/himself in a clear and concise manner for the purpose of, providing reports, and obtaining information or conveying messages between clients and other staff members.

Consistently model appropriate behaviors, attitudes and skills that support the C.L.E.A.R. and H.E.A.R.T. customer-service standards to build positive relationships with patients and KTFHS employees.

Ability to function effectively under pressure of time and/or demands of several tasks at once by effectively planning, organizing and prioritizing workload.

Possess good public and interpersonal relationship skills. This person should be able to meet with a variety of individuals in a professional manner, using tact, diplomacy, and mature judgment.

Ability to perform work and accomplish tasks in accordance with established policies, procedures, practices, and priorities or the office. This includes the ability to plan and organize work using one’s own initiative and to seek information and assistance from other sources as necessary.

Ability and the knowledge of the importance of maintaining strict confidentiality of all records and information pertinent to the nature of the work.

Ability to maintain strict confidentiality of medical records and adhere to the standards for health record-keeping, HIPAA and Privacy Act requirements.

QUALIFICATIONS, EXPERIENCE, EDUCATION

Minimum Qualifications: Failure to comply with minimum position requirements may result in termination of employment.

• REQUIRED to possess a High School Diploma or Equivalent. (Must submit copy of diploma or transcripts with application.)
• REQUIRED to acquire and maintain BLS certification within 180 days of hire; strongly recommend certification within 90 days of hire, probationary period will be extended for a maximum of 180 days pending certification.
• REQUIRED to have experience with multiple computer systems, data entry programs and Microsoft Word.
• REQUIRED Like all employees of the Klamath Tribes, the incumbent will be called upon to accomplish other tasks that may not be directly related to this position, but are integral to the Klamath Tribes’ broader functions, including but not limited to, assisting during Tribal sponsored cultural, traditional, or community events that enable the successful operation of programs and practices of The Klamath Tribes as aligned with The Klamath Tribes’ Mission Statement. Some of these tasks may be scheduled outside of regular work hours, if necessary.
• REQUIRED to submit to annual TB skin testing and adhere to KTHFS staff immunization policy in accordance with the Centers for Disease Control immunization recommendations for healthcare workers.
• REQUIRED to submit to a background and character investigation, as per Tribal policy. Following hire must immediately report to Human Resource any citation, arrest, conviction for a misdemeanor or felony crime.
• REQUIRED to accept the responsibility of a Mandatory Reporter in accordance with the Klamath Tribes Juvenile Ordinance Title 2, Chapter 15.64 and General Council Resolution #2005 003, all Tribal staff are considered mandatory reporters.