POSITION TITLE: Medical Administration Float

CLASSIFICATION: Non-Exempt

DEPARTMENT: Tribal Health

SUPERVISOR: RNII or Office Manager

GRADE: NE8 $16.49 ($34,299.20) - $24.73 ($51,438.40)

Position Summary:

Under direct supervision the Medical Administration Float provides back up for medical, dental, optometry, behavioral health, and business office clerks, accounting and technicians. Responsibilities include providing advocacy on behalf of Native patients by obtaining approval and utilization of benefit programs and alternative resources within the policies of the Indian Health Service as well as reception duties. Maintains confidentiality of all privileged information.

Essential Duties & Responsibilities:

• Performs reception/appointment services.
• Creates and updates patients’ charts.
• Accesses various computerized information.
• Responsible for overseeing daily clerical operations of nursing station, including the establishment of patient appointments, tracking services and other case management functions.
• Notifies patients of upcoming appointments and/or changes in appointments by telephone or through U.S. mail.
• Types reports, correspondence and minutes of staff meetings.
• Responsible for input of patient information into computer as required.
• Coordinates patient/professional staff scheduling and contacts and patient networking with other Tribal programs, federal, state and local agencies.
• Provides maximum identification of patients who have, or are eligible for alternative resources, such as Medicare, Medicaid, Medi-Cal, Veterans Administration, Nevada Check-Up, etc.
• Assures maximum identification of persons who have, or are potentially eligible for alternate resources by implementing effective screening and interviewing methods.
• Works closely, cooperatively and professionally with all Washoe Tribal Clinical and Administrative staff in identification and utilization of all alternate resources available to Native and Non-Native patients, paying special attention to those Native patients eligible for Contract Health Services.
• Interviews each patient in-depth to determine eligibility for alternate resources.
• Responsible for accurate data entry of patient demographics, including tribal verification, valid identification, social security card, etc., and makes needed corrections in Clinic database.
• Types correspondence to patients on an as-needed basis.
• Educates patients of all alternate resources available, including Nevada Check-Up.
• Schedules patients medical, dental, optometry, and nursing appointments. Effectively communicates with patients to assure they understand date, time and place of appointment.
• Responsible for preparing patient charts for scheduled, same day appointments, and walk-in prior to appointments.
• Reviews charts for completion of all necessary actions involving laboratory, x-ray, pharmacy and return appointments. Carries out necessary action to secure completion.
• Maintains contact with clinic staff in coordinating and controlling patient flow.
• Notifies nursing staff and appropriate staff of patient arrival.
• Recognize restless and apprehensive patients and takes proper action by relaying information to professional personnel. Makes effort to calm patients and to resolve complaints of an administrative nature.
• Performs daily office and reception duties for the Medical Department; performs clerical and other support duties including but not limited to typing, filing and scheduling of appointments.
• Processes check requests.
• Distributes payroll and travel per diem checks.
• Prepares third party revenue bank deposits.
• Establishes and accurately maintains information/data tracking systems.
• Performs other duties as required.

Minimum Qualifications:

• High school diploma or GED plus three years experience in a medical office setting; or equivalent combination of education and experience.
• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.
• Preference will be given to Qualified Native American Indians.

Knowledge, Abilities, Skills, and Certifications:

• Knowledge of HIPAA and the Freedom of Information Act; and a working knowledge of medical and dental terminology required.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Ability to follow directions and capable of learning quantities of information and materials necessary for the efficient performance of the assigned tasks and duties.
• Ability to communicate effectively in the English language both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to represent the organization in a professional manner, building respect and confidence.
• Ability to maintain confidentiality.
• Ability to handle multiple tasks and meet deadlines.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work independently with minimal supervision.
• Ability to demonstrate excellence in everything, and continually seek improvement in results.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
• First Aid/CPR certification or ability to obtain within the first year of employment.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to operate a motor vehicle, stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level.

The Washoe Tribe of Nevada & California requires a background check of each new hire for employment purposes. Therefore, all conditionally offered positions will be subject to the following:

• Negative alcohol and drug screen
• Meet requirements of Public Law 101-630
• Obtain or possess a valid driver’s license for either the state of Nevada or California within 30 days
• Must be insurable under the Washoe Tribe’s driving policy

Minimum Qualifications:

• High school diploma or GED plus three years experience in a medical office setting; or equivalent combination of education and experience.
• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.
• Preference will be given to Qualified Native American Indians.