What are the responsibilities and job description for the Clinical Services Office Assistant position at State of West Virginia?
Under general supervision, will carry out full performance work in multiple-step clerical tasks calling for interpretation and adaptation of office procedures, rules and regulations. Tasks may include but not limited to Performing duties for six programs; receiving and greeting callers and/or visitors; determining nature of business; directing callers and/or visitors to destination; interviewing incoming patients and/or responsible party; distributing service information; documenting required registration information on correct forms; entering information into the computer; scheduling clinic appointments for clients or customers by phone or in person. A positive, professional, and helpful demeanor is imperative at all times.
Essential Duties and Responsibilities
- Answer incoming calls and messages, provide information, schedule appointments, or transfer calls to the appropriate staff member. Respond to voicemails in a timely manner.
- Schedule patient appointments in the EMR system for six programs, gather patient demographics, and verify the type of appointment needed based on patient interviews and chart review.
- Educate patients on department policies such as service charges, insurance coverage, sliding fee scales, and payment policies.
- Send appointment-specific intake forms via the IntakeQ system two business days before the appointment. Ensure consent forms are signed electronically for treatment, privacy, and payment policies..
- Resend intake forms on the day of the appointment if not completed and send "PostQ" surveys after appointments within the required timeframe.
- Following program-specific guidelines, use the completed patient documents to update demographic information in the EHR. This includes name, date of birth, Social Security number, address, phone number, race, ethnicity, gender, insurance details, family size, financial information, historical immunizations, and emergency contact information.
- In line with program-specific guidelines, print and prepare the necessary paperwork for the appointment prior to the patient's arrival. Generate and print the Super Data Form for STI and Reproductive Health patients, ensuring accurate documentation of the payment source, fee scale, and patient charges.
- Upload completed intake and consent forms into the EHR.
- Use the WV State Immunization Registry (WVSIIS) to obtain and enter immunization records in the EHR. Request and scan copies of immunization records.
- Register patients upon arrival by verifying demographic information, ensuring forms are completed, and requesting payment for services based on program guidelines.
- Schedule future appointments, provide instructions, and assist patients with inquiries.
- Check the patient in for their appointment in the EHR and ring the doorbell to notify the nursing staff that the patient is ready.
- Monitor the clinical lobby, ensuring that patients are seen in a timely manner and alerting nursing staff if necessary.
- Manage eSuperbills daily by verifying charges, adding appropriate modifiers, and posting payments in line with program guidelines.
- Handle patient check-out, by printing requested receipts, immunization records, and scheduling follow-up appointments.
- After visit, check the patient out, by printing requested receipts, immunization records, and schedule follow up appointments with direction of nursing staff.
- Create the Daily Receivables Deposit, submitting funds to the Business Office by noon for processing.
- Document cancellations or missed appointments in the EHR and reschedule child immunization appointments per VFC guidelines.
- Perform general office tasks, including data entry, copying, and faxing, while maintaining a clean and organized workspace.
- Track work time using the Comtech time-keeping system and attend staff meetings and in-service training sessions as required.
- Maintain stock of patient forms and vaccine information sheets and assist with clinical duties such as checking refrigerator temperatures when necessary.
Education and/or Experience
- High School Diploma or Equivalent.
- Two years of full-time paid clerical experience, preferably in the healthcare field.
Email Resume to kelly.a.grow@wv.gov
Job Type: Full-time
Pay: $16.00 - $18.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
Work Location: In person
Salary : $16 - $18
