Clinic Administrative Assistant

Gallatin County; Bozeman (MT); On-site; USD 42,000 - 60,000; Full time

Job summary

Gallatin County Sheriff’s Office Detention Division seeks a Medical Records/Clinic Assistant to ensure smooth operations of the clinic and accurate medical records management. You will answer calls, provide information in compliance with HIPAA, and assist nurses and staff with charting and medication processes.

Responsibilities cover billing inquiries, audits, supplier coordination, and coordinating patient flow.

Qualifications

• Knowledge of HIPAA and patient confidentiality.
• Ability to handle sensitive information and emergency situations.
• Excellent communication and team coordination.

Responsibilities

• Answer phones and direct calls to the appropriate person.
• Maintain HIPAA compliance in all medical communications.
• Inventory, order, and stock clinic supplies and meds.
• Coordinate patient flow and assist nurses.
• Prepare and organize clinic records and audits.
• Support pharmacy-related tasks and appointments.

Skills

HIPAA compliance

Medical records management

Telephone handling

Data entry

Billing inquiries

Education

Two years post-secondary education or training in office management, business, accounting

Tools

Electronic Health Records (EHR)

Job description

This position is located in the Gallatin County Sheriff’s Office Detention Division and is responsible to protect the integrity of the medical records generated by medical staff. Ensures the medical clinic runs smoothly and efficiently. Answers the phone, directs calls to the appropriate person and or takes messages. Provides medical information to inquiries as appropriate and compliant. Actively engages in cost savings and recovery strategies utilizing local state and federal programs, initiatives or grants. Answers inmate inquiries about medical billing. This position is supervised by the Detention Center Clinic Director.

GENERAL OFFICE DUTIES

1. Communicates in a professional manner with inmate’s family/friends, attorneys or guardians regarding medical care and concerns following all HIPAA guidelines.
2. Attend and participates in committees as required (team and mental health meetings, safety committee, etc.). Distributes notes appropriately.
3. Participates in professional development activities and maintains professional affiliations.
4. Assist with implementing new workflow to maximize efficiency.
5. Communicate clearly and effectively with staff. Establishes and maintain subjective work relationships with inmates, staff and the public.
6. Inventories, orders and picks up clinic supplies, labs and meds as needed.
7. Assist nurses by pulling charts, answering phones, and answering standard procedure questions.
8. Mitigates issues with the pharmacy.
9. Assist with the pharmacy audit.
10. Checks/logs in medication mail orders and the delivery of medications per the Clinic policy.
11. Destroy stored medications per Clinic policy.
12. Maintain medical and office equipment.
13. Stock exam rooms.
14. Maintain counts/audits on Clinic’s sharps.
15. Organize and maintain a procedure manual for clinic staff.
16. Assist with developing and managing a nurse preceptor program.
17. Coordinate patient flow in the clinic.
18. Perform general administrative duties as needed.
19. Create and monitor IT requests.
20. Assists with special projects and planning large purchases.
21. Reviews the accuracy of timesheets of clinic staff prior to forwarding onto the Office Manager.
22. Coordinates access to internal and Hospital electronic health records

SCHEDULING

1. Monitor staffing of clinic to ensure proper coverage in accordance with the Clinic Director.
2. Assists in scheduling outside appointments.
3. Coordinate clinic staff education andtraining.
4. Assists with coordinating efforts in meeting regulatorycompliance.
5. Assists in planning and coordinating clinic staffmeetings.
6. Reviews bookings to ensure scheduling of 14-day evaluation.

MEDICAL BILLING

1. Tracks preauthorization for DOC or other inmates.
2. Answer billing kites from inmates.
3. Process pharmacy returns per the Clinic policy.
4. Negotiate pricing when authorized to do so.

RECORDS

1. Ensures health information is maintained as required for HIPAA compliance.
2. Scan/File medical and relevant data in the medical record within 3 days of care delivery.
3. Ensures completion of medical release information to obtain medical records as necessary.
4. Requests relevant information from other providers.
5. Releasing relevant information to other providers as allowed by law and policy.
6. Provide inmate records to transport officer.

STATISTICS

1. Compiling and formatting medical clinic data for dashboard weekly and monthly to include: break down of medical contacts, kites, grievances, charts reviewed, inmates on medications, etc.
2. Compiling and formatting mental health data for dashboard weekly and monthly to include: kites, mental health contacts, etc.
3. Maintains yearly turn over statistics and other statistics as needed.

OPERATIONS

1. Informs supervisor and or security staff of critical information that may affect safety/security or care of the facility.
2. Keeps the Medical Provider and supervisor informed at all times of relevant information.
3. Complies with all Gallatin County, Sheriff’s Office and Detention Center policies, procedures and rules and provides documentation as required.

OTHER DUTIES AS ASSIGNED

Performs a variety of other duties as assigned by the Detention Center Administrator. If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

This work requires knowledge of the principles and practices, theories, laws and authorities of corrections and medicine that includes: medical; terminology, insurance, billing and accounting, office management, operation and maintenance of equipment used in an office; community resources; health care records management; interpersonal relations; Detention Center policy and procedures; inmate rights; common safety hazards and precautions; and the ability to apply knowledge; handle sensitive and confidential information; communicate effectively both in writing and verbally; react well in emergency situations; and establish and maintain cooperative relationships with those contacted in the course of work.

The required knowledge and skills are generally acquired through a combination of education and experience equivalent to two (2) years of post-secondary education or training in office management, business, accounting, or related field plus three years of related experience including office and records management.

Work Environment/Physical Demands

The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stresses, which require a range of safety and other precautions. Work is performed in situations and environments that provide opportunities for exposure to AIDS, other blood-borne pathogens, communicable diseases, toxic substances, medicinal preparations, and other conditions common to a clinic environment. At times the incumbent would be required to handle contentious situations in a professional manner. The work requires moderate physical effort or exertion when carrying medical equipment. In performing the duties of this position, physical requirements include the ability to sit, stand, walk, reach, bend, manipulate folders, papers, operate equipment, lift up to 50 pounds and drive.

As a condition of hire, the selected candidate will be required to successfully pass a criminal history check and background investigation.

For Application consideration, the following documents are required:

• Resume
• Cover Letter
• Three (3) Work References

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political idea, sex, sexual orientation, gender identify or expression, age, marital status, national origin physical, or mental disability, or any other protected class status in violation of any applicable law.