Administrative Assistant I - Health Department

Pamlicocounty; Bayboro (NC); On-site; USD 30,000 - 40,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Retirement plan

Job summary

A local health department in Bayboro, NC, is seeking a Receptionist to manage front-desk operations, ensuring patient registrations, scheduling appointments, and compliance with health regulations. Ideal candidates will have strong organizational skills, experience in customer service, and knowledge of HIPAA regulations. The position involves a dynamic work environment with responsibilities in data entry and patient interactions. This is a full-time position with potential extended hours and a crucial role within the health department.

Qualifications

• Must have strong organizational skills to manage multiple tasks.
• Experience with customer service and handling sensitive information is required.
• Proficiency in data entry and office procedures is essential.

Responsibilities

• Serve as the receptionist and manage patient registrations and scheduling.
• Collect payments and maintain accurate financial records.
• Ensure compliance with HIPAA and organize medical records.

Skills

Organizational skills

Customer service skills

Data entry skills

Knowledge of HIPAA regulations

Education

Completion of high school or equivalent

Four years of clerical/administrative experience

Valid North Carolina driver's license

Tools

Electronic Health Record (EHR) systems

Multi-line telephone systems

Basic office equipment (computer, printer, etc.)

Job description

Overview

PAMLICO COUNTY JOB DESCRIPTION

Health Department

The mission of the Pamlico County Health Department is to actively promote and protect the health and well-being of its citizens, to reduce the occurrence of disease, disabilities, or premature deaths; to provide skilled nursing services to those who are ill or homebound; to protect the health of citizens from environmental hazards; and to promote wellness, health, education, and safety.

Primary Purpose of Position: This position is responsible for the performance of a variety of management support functions which relate to multiple programs within Pamlico County Health Department. The employee serves as the receptionist and contacts clients and the public as well as responding to agency telephone calls. Other related functions include gathering data for encounters and collections of fees from patients who are seen by the agency’s medical providers. The employee in this position is accountable for becoming knowledgeable of agency programs, services, staffing structure, and overall community resources and participates in the overall assessment process for patient services and needs. The employee will respond to questions and will provide information within their scope of responsibility. In addition, the position is responsible for coordinating the appointment system for the purpose of managing an efficient clinic flow system.

Work Schedule

• The normal work schedule for this position is Monday through Friday, 8:00 AM – 5:00 PM. Work may require extended hours or participation in services and special projects during evening hours, holidays, and/or weekends.

Public Health is a first responder agency for natural disasters, infectious disease outbreaks, technological hazards, and terrorist incidents. The position, like all other positions within the agency, may be required to participate in emergency response activities as deemed necessary by the Health and Human Services Director or designee.

Change in Responsibilities or Organizational Relationship:

General Updates. This position requires changes as the state and/or department changes rules and regulations.

• A. DESCRIPTION OF RESPONSIBILITIES AND DUTIES:

Administrative Duties:

Reception Desk:

Employee serves as the agency’s receptionist for the entire clinic front-desk operation. This position answers incoming calls for staff, greets visitors, assesses patient requests and determines referrals. The employee must remain knowledgeable of the agency’s services, programs, policies, procedures, and community resources. The employee provides information, program eligibility criteria, clinic schedules, and general assessments of patient situations to determine referral sources. The employee explains policies and procedures and, while managing a multi-line telephone system, also registers walk-in visitors, initiates registrations, schedules appointments, accepts patient payments, completes receipts, and delivers customer service.

The employee also remains knowledgeable of the agency’s policies and procedures, provides information to patients regarding billing procedures, and completes encounter/billing forms. The employee coordinates much of the referral process for patients served by Health Department staff and assesses fees based on information provided by the medical provider and the approved fee schedule.

The employee may assist in establishing and maintaining records for patients treated in various programs. The Electronic Health Record (EHR) may be updated or accessed in preparation for clinics, and appropriate program forms filed in patient records in accordance with program criteria and procedures. Duties may include assembling documents for the medical record and filing medical documents.

Key Responsibilities:

• Patient Registration and Flow: Welcoming patients, updating demographic and insurance information, and notifying providers of patient arrivals.
• Scheduling and Coordination: Booking, confirming, or rescheduling appointments, and managing walk-ins.
• Administrative Tasks: Answering phone calls, handling correspondence, processing referrals, and managing office supplies.
• Financial Duties: Collecting co-pays, deductibles, or outstanding balances and providing receipts.
• Compliance and Confidentiality: Protecting patient information per HIPAA regulations and following OSHA requirements.
• Patient Experience: Answering patient inquiries, ensuring a clean waiting area, collecting customer satisfaction surveys, and assisting with patient emergencies when needed.
• Data Entry and Verification: NC Tracks to verify insurance eligibility and NC Immunization Registry for vaccination status.

Medical Records and Referrals:

Employee in this position is responsible for Pamlico County Health Department’s medical records and referrals, managing clients’ health records, history, and referrals. Main duties include audits, gathering and filing patient information, processing referrals, scanning documents into electronic medical records, complying with HIPAA rules, maintaining records per policies, procedures, and retention/destruction schedules.

Key Responsibilities:

• Data Management: Compile, review, and organize patient medical records for accuracy and completeness.
• Electronic Health Records (EHR): Maintain, update, and retrieve digital patient files.
• Compliance: Ensure HIPAA and privacy regulations compliance.
• Information Release: Process authorized requests for medical records.
• Referral Processing: Initiate, process, and track referrals to specialists with complete documentation.
• Insurance Authorization: Verify insurance coverage and obtain necessary pre-certifications.
• Patient Communication: Inform patients of appointment details and provide instructions for specialist visits.
• Closing the Loop: Ensure follow-up documentation is received and incorporated into the primary medical record.

Billing Functions:

Employee interviews patients or responsible parties, establishes accounts, and informs patients of payment amounts based on income. The role includes gathering information, explaining accounting procedures, verifying income, initiating billing with insurers, Medicaid, and Medicare, and maximizing revenue for the agency. The employee handles problem resolution and is knowledgeable about agency patient accounting procedures, including verifying, coding, maintaining, and reporting in manual and electronic billing systems.

Key Responsibilities:

• Client Check-In and Verification: Confirm demographic information, verify insurance eligibility, and identify active coverage.
• Payment Collection: Process payments, collect co-pays/deposits, and issue receipts.
• Charge Posting and Coding: Input or review service codes (CPT/ICD-10) to ensure accurate billing.
• Accounts Receivable (A/R): Track, document, and follow up on outstanding balances or denied claims.
• Administrative Support: Balance cash drawers, run end-of-day reports, and assist with insurance claim submissions.
• Communication: Handle billing queries, explain invoices to patients, and assist with payment plans.

WIC Program:

This position initiates appointments for WIC clients, enters information in Crossroads (state-connected system) to alert staff for continued service, and orients participants to eWIC. The role includes arranging appointments to collect certification/recertification information and ensuring information is recorded in Crossroads. The employee provides ongoing interaction with WIC participants regarding eligibility, application process, and contract for services. Frequent communication with physician offices, other WIC agencies, vendors, state consultants, and agency staff is required.

Key Responsibilities:

• Client Intake & Eligibility: Screen applicants for nutritional risk factors, verify income/residency, and certify participants in the state system.
• Clinic Operations & Scheduling: Manage appointments, answer phones, greet clients, and follow up on missed appointments.
• Data Management: Enter client data into EMR or systems.
• Benefit Issuance: Issue eWIC cards, explain MyWIC app, and educate participants on shopping procedures.
• Anthropometric Measurements: Conduct health screenings (height, weight, hemoglobin).
• Administrative Support: Maintain office supplies, prepare records, inventory, update policies/procedures, and adhere to HIPAA and WIC confidentiality.
• Vendors: Training and compliance with participant guidelines.
• Immunizations – Data entry, assist with monitoring VFC.
• CMARC – Manage referrals to Community Care of North Carolina.

Quality Assurance/Quality Improvement: This position assists with data entry, data collection, and quality assurance activities as directed by the Clinical Services Director or designee.

Additional Duties and Responsibilities:

At the discretion of the Health and Human Services Director, Clinical Services Director, or designee, this position may fulfill the following duties/roles:

• Committee Assignments
• Transport – assist with transporting clients to local health department for appointments as needed

The employee will perform other duties as assigned by the Clinical Services Director or designee and will also comply with all HIPAA rules and regulations.

• DESCRIPTION OF RESPONSIBILITIES AND DUTIES: Must include % of time spent on each item.

Order of importance Sequential order

Administrative Duties 90%

Additional Duties and Responsibilities 10%

100%

• OTHER POSITION CHARACTERISTICS:
• Accuracy Required in Work:

A high degree of accuracy is required to perform the various duties of this position. Employee must be able to understand and interpret a broad range of health department rules and regulations for the purpose of maintaining agency compliance with overall health standards. Employee’s work and decision-making responsibility have a direct impact on the overall well-being of Pamlico County Health Department and citizens. Independent decision-making in this position requires 100% accuracy. Interviews addressing payment from patients must be performed with exact proficiency and accuracy.

• Consequence of Error:

Consequence of error can be significant in all areas of assignments. Errors in work and judgment could cause serious funding, budgetary issues for the agency and County and could result in serious impact/liability for the department, county, and state. Inappropriate decisions could negatively impact the well-being of citizens and patients. HIPAA errors or failures to document assigned duties could result in penalties. HIPAA errors will result in immediate disciplinary action.

• Instructions Provided to Employee:

Instructions are provided both verbally and in written form from the immediate supervisor. Some directives may be in detailed format; however, the employee is allowed to function independently in most day-to-day functions.

• Guides, Regulations, Policies and References Used by Employee:

A high degree of knowledge of business, clinical and programmatic practices within the department will be required. Knowledge of guidelines, regulations, policies, and references used through the department will be required.

• HIPAA Rules and Regulations
• Billing and Coding Guidebooks (ICD and CPT)
• Health and Human Services Organizational Chart
• Supervision Received by Employee:

This position is reported to the Clinical Services Director or designee for administrative duties and the Director of Nursing for clinical operation duties; however, will also receive guidance from program coordinators while performing functions in respective programs. Daily work is self-planned and performed within considerable independence. Employee must prioritize work and adjust as necessary. Short-range plans and changes can usually be implemented with supervisor and other program supervisors and health director. Work is typically reviewed after completion.

• VARIETY AND PURPOSE OF PERSONAL CONTACTS:

Frequent and extensive contact throughout the agency will be required in addition to a broad range of contacts outside the agency.

• PHYSICAL EFFORT:

A limited level of physical effort is required. Lifting heavy records may be necessary to perform assigned functions. Stressful conditions often occur when deadlines and priorities require work beyond normal hours. Work may include some exposure to contagious patients.

• WORK ENVIRONMENT AND CONDITIONS:

Work will be performed in an office environment with limited travel. No unpleasant or hazardous environmental conditions exist. Deadlines and priorities may require work beyond normal hours. There is some contact with patients who may be contagious.

• MACHINES, TOOLS, INSTRUMENTS, EQUIPMENT, AND MATERIALS USED:

Computer, printer, copier, telephone, calculator, fax, manuals, software, and other materials.

• VISUAL ATTENTION, MENTAL CONCENTRATION, AND MANIPULATIVE SKILLS:

Attention to detail is critical due to the need for accuracy and potential impact on the agency. A high degree of mental concentration is required to read and understand coding and billing guidelines, HIPAA rules, and the EMR system.

• SAFETY FOR OTHERS:

This position is heavily involved in safeguarding patient health information. The employee will adhere to agency policies and OSHA guidelines.

• DYNAMICS OF WORK:

The employee is expected to work under pressure, communicate effectively, meet deadlines, and manage multiple tasks simultaneously. Policies and priorities may change to meet the evolving health environment.

Knowledge, Skills, and Abilities:

An extensive knowledge of Health Department programs, services, policies, and procedures is required. HIPAA and administrative procedures knowledge is important. The employee must have knowledge of office procedures, practices, equipment, and business administration, as well as computers and software, personnel policies, and general work procedures. The ability to prepare reports, interact with the public on sensitive issues, solve problems, and act as a resource and liaison is required. The employee must understand agency services and be able to interpret patient and public needs. Knowledge of insurance company practices may be important.

• Required Minimum Training (Must match State classification spec):

Completion of high school or equivalent and four years of progressively responsible secretarial or clerical/administrative/office management experience; or completion of a two-year secretarial science or business administration program and two years of progressively responsible secretarial or clerical/administrative experience; or completion of a four-year program in college with emphasis on business or public administration; or an equivalent combination of training and experience.

• Additional Training/Experience:
• License or Certification Required by Statute or Regulation:
• Valid North Carolina driver’s license.
• Tuberculosis skin test, up-to-date immunizations, and satisfactory background check.

Incomplete applications may be rejected. Although accompanying cover letters/resumes are welcome, these attachments do not replace the need to complete a full application.

• Delivery Options:
• Mail: Pamlico County Personnel Office, P.O. Box 776, Bayboro, NC 28515
• Hand-deliver: Personnel Office at 302 Main St., Bayboro, NC
• E-mail: [e-mail]