Relief Itinerant Administrative Assistant l / II

Maniilaq Association

12/22

Title: Itinerant Administrative Assistant I / II Range: 12 3/12 6

Program: Community Health Aide Program Salary Cap: Range 12/Step 24

Housing Priority: None Status: Non-Exempt

Covered: Yes

POSITION SUMMARY

Performs administrative services for the daily operations including data entry, filing, scheduling and arranging travel. Communicates, assists, and refers as necessary to ensure quality health care to patients is being provided. As directed by the CHAP Manager or their designee, travels to villages frequently with periods of work away from home. May provide administrative services in home community when not on assignment in another village. Frequently works in clinics with minimal staffing and support in order maintain health services. Assists with administrative requests from MHC, City Offices and/or IRAs, maintains office supplies. Participates in interdisciplinary work teams. As initial contact, uses positive attitude to represent the Village Clinic. Complies with state and regulatory agency requirements. Maintains strict confidentiality in regards to patient information received. Reports directly to the CHAP Manager and when traveling is expected to integrate onto teams supervised by a Clinic Supervisor.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. As directed by the CHAP Manager or their designee, travels to villages served by Maniilaq Association to provide administrative services at village health clinics. May remain in each village for days or weeks as needed.

2. Works scheduled hours in clinic as arranged by the Clinic Supervisor and/or CHAP Administration.

3. Practices excellent customer service at the front desk greeting patients, answering phone calls, taking messages, and delivering messages to CHA/Ps.

4. Files all correspondence, reports, forms, and patient charts in accurate location and in an orderly fashion within established timeframes.

5. Enters data from the patient registration form to maintain current patient information, and ensuring all consent forms are signed and in place prior to visit.

6. Enters appointments into CHA/Ps schedules in villages and notifies patients for appointments.

7. Pulls all charts as requested by CHA/Ps or appropriate personnel.

8. Maintains clinic records and establishes/updates filing systems to ensure the expeditious retrieval of information.

9. Notifies and arranges patient travel for Specialty Clinic, Outpatient, Women’s Health and Dental appointments.

10. Assists clients with correspondence and enrollment applications for Women, Infant & Children and Medicaid services.

11. Arranges Medicaid travel for patients/clients seeking health care services outside their community according to Maniilaq travel policies and procedures. Contacts VCC prior to authorizations in Anchorage for patients that are Medicaid eligible.

12. Verifies eligibility through appropriate channels.

13. Completes travel authorizations ensuring that airlines receive the appropriate copy.

14. At times, works beyond normal business hours to arrange travel for emergent patients needing higher levels of care.

15. Announces and posts health clinic job vacancies every week through posting in public places, VHF announcements, social media, and word of mouth.

16. Maintains on-call calendar and keeps track of staffing, visiting providers, and other health services provided at the clinic.

17. Performs and/or assumes other job related duties as needed.

MINIMUM REQUIREMENTS

Administrative Assistant I:

High School diploma or have GED in hand within 6 months. Experience with computers. Must be able to type well enough to carry out essential job duties. Experience in creating and maintaining filing systems. Ability to deal with people in a friendly manner both in person and on the telephone. Medical terminology or other health-related background desirable.

Administrative Assistant II:

High School diploma or equivalent. One year of clerical work experience. Experience with computers and Electronic Health Records required. Experience with travel requisitions required. Must be able to type well enough to carry out essential job duties. Experience in creating and maintaining filing systems and data entry. Ability to deal with people in a friendly manner both in person and on the telephone. Medical terminology or other health-related background required.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be considered an exhaustive list of all responsibilities, duties and skills required of personnel in this job, and the employer reserves the right to revise or change this description. This description does not constitute a written or implied contract of employment. To perform this job successfully, an individual must be able to satisfactorily perform each of the above essential duties and meet physical demands. Reasonable accommodations may be made to enable individuals with disabilities to meet those conditions.