Office Service Specialist

Commonwealth of VA Careers; Virginia Beach (VA); On-site; USD 39,000 - 45,000; Full time

Job summary

The Virginia Beach Health Department is seeking an Office Service Specialist to join the Clinic Administrative Team as an Eligibility Specialist. You will support patient registration, eligibility interviews and front-desk tasks in a fast-paced medical clinic.

The role emphasizes accurate data capture, courteous service and teamwork within a multidisciplinary environment. Prior medical office experience and bilingual abilities are valued.

Qualifications

• Knowledge of office and administrative principles and practices.
• Working knowledge of word processing and spreadsheet software applications.
• Ability to interpret and follow established procedures and guidelines.
• Ability to communicate effectively with internal and external customers, verbally and in writing.
• Considerable skill in the operation of standard office equipment.

Responsibilities

• Interviews patients by securing and verifying personal, financial, demographic and medical history information to determine eligibility.
• Composes non-routine correspondence; registers patients, obtains consent forms and completes associated forms.
• Exits patients from clinic; verifies services rendered, determines prior balance and current charges; explains charges, collects payment or verifies patient or third party billing; writes receipt, schedules next visit.
• Enters payments into computer system and/or journal and reconciles cash receipts.
• Provides quality customer service; responds to requests and questions regarding program services offered in a courteous, professional, and timely manner.
• Maintains office filing system; audits records for completeness, accuracy and compliance with established records maintenance guidance and procedures; may assist with interpretation/translation.

Skills

Office and administrative principles

Word processing

Spreadsheet software

Procedures and guidelines

Customer communication

Office equipment operation

Job description

Title: Office Service Specialist

State Role Title:Admin and Office Spec II

Hiring Range: $39, 043- $45,069

Pay Band: 3

Agency: Virginia Department of Health

Location:VIRGINIA BEACH HQ

Agency Website:jobs.virginia.gov

Recruitment Type: General Public - G

Job Duties

Do you enjoy working with the public? The Virginia Beach Department of Public Health is seeking an individual with excellent interpersonal skills to work in a friendly, fast-paced medical clinic as an Eligibility Specialist on our Clinic Administrative Team. The successful candidate will be part of a multi-disciplinary team that is responsible for providing superior customer service, patient registration and telephone support to visitors and callers of the medical clinic.

This position is mission critical and your work is essential:

• Interviews patients by securing and verifying personal, financial, demographic and medical history information to determine eligibility;
• Composes non-routine correspondence; answers program questions, explains policies and procedures; registers patients, obtains consent forms and completes associated forms.
• Exits patients from clinic; verifies services rendered, determines prior balance and current charges; explains charges, collects payment or verifies patient or third party billing; writes receipt, schedules next visit.
• Enters payments into computer system and/or journal and reconciles cash receipts

Diversity: We value diversity and recognize the unique perspectives that individuals from different linguistic and cultural backgrounds bring to our team. We welcome bilingual individuals to apply. Your language skills are valuable and help us better serve diverse communities

Benefits: The Virginia Department of Health offers 12 paid holidays, medical, dental, vision and life insurance, retirement plans (including 401a Cash Match and 457 Deferred Compensation Plan) as well as sick, family/personal, and annual leave.

This position consists of Office Correspondence, Customer Service and Records Maintenance.

Office Correspondence

• Prepares routine correspondence
• Communicates office updates and important dates to assigned program areas or work unit
• May route incoming mail/receipts/documents to appropriate staff/work units

Customer Service

• Provides quality customer service
• Responds to requests and questions regarding program services offered in a courteous, professional, and timely manner

Records Maintenance

• Assures files and forms are completed accurately
• Audits records for completeness, accuracy and compliance with established records maintenance guidance and procedures
• Develops and maintains office filing system
• May assist with interpretation and/or translation if applicable

Minimum Qualifications

• Knowledge of office and administrative principles and practices
• Working knowledge of word processing and spreadsheet software applications
• Ability to interpret and follow established procedures and guidelines
• Ability to communicate effectively with internal and external customers, verbally and in writing
• Considerable skill in the operation of standard office equipment

Additional Considerations

• Experience in a medical office setting specific to program area
• Experience working in public health
• Experience working with medical insurance in an office setting
• Bilingual in Spanish and English Preferred
• Working Knowledge of Medical Terminology
• Working knowledge of eligibility determination
• Experience with cashiering

Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service’s Child Abuse and Neglect Central Registry check, U.S. HHSIG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions. It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: www.vdh.virginia.gov. If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment. As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!

Contact Information

Name: Cydnee Stuckey

Phone: [phone]

Email: [e-mail]

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.