Job Title: Clerk
Classification/Grade: Non-Exempt/Grade 4
UltiPro Job Code: PGCLK
Site/Program: All Programs
Reports To: Program Director/Office Supervisor/Office Manager
Approved Date: August 1, 2011
This position provides program and site support in compiling, filing, and maintenance of client records / charts in a secured, confidential manner; processes all requests for release of information from client charts; meet and greet clients and act as front office personnel. Other administrative duties include photocopying, mailroom activities, and all telephone switchboard activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Compiles and maintains clients' charts. Performs clerical tasks related to the maintenance of all client medical records.
Protects the security of clients' charts to ensure that confidentiality is maintained.
Pulls consumer records for daily appointments, returning records and files to their proper file location.
Files items sequentially in client chart according to established filing system accurately and promptly. Maintains all charts in such a way that authorized staff can easily locate items.
Processes all release of information requests in a timely and efficient manner ensuring that all releases of information are in compliance with the request, authorization, clinic policy and HIPAA regulations.
Uses the Clinics' record storage procedures, input indexing data into the authorized record storage and retrieval system in a timely and accurate manner.
Prepares charts for transfer to storage following Clinics procedures.
Meets and greets clients, schedules their appointments with their doctors, and keeps track of all appointments and follow-up.
Maintains client financial folders up to date and file medical eligibility.
Enters prescriptions into PAT's system.
Provides clerical support services to clinical staff.
Assists in the completion of intake paperwork for new clients including assisting new intakes with their financials.
Processes and distributes all incoming and outgoing clinic mail daily.
Functions as part of an Agency support services team and provides clerical support coverage at other programs and locations as requested.
Attends and participates in staff meetings to provide input towards program development and staff training.
Responsible for reporting to work on time and maintaining reliable attendance in accordance with Agency policy.
Interacts with other internal programs, clinical/support staff and external sources such as school or community personnel as applicable.
Models Pacific Clinics' approach, mission and core values in all communication and correspondence.
Communicates effectively in a culturally competent and diverse consumer population and promotes favorable interaction with managers, co-workers and others.
Performs other duties and work projects as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE/POSITION REQUIREMENTS:
High school diploma or general education degree (GED); or related experience and/or training; or equivalent combination of education and experience.
Demonstrated computer skills and working knowledge of Office applications to be able to do light data entry. Basic knowledge of general computer equipment (keyboard, monitor and printer features).
Excellent customer service skills.
Display good written and communication skills.
Ability to handle multi-lined telephone system.
Bilingual in site specific language preferred.
Must possess a valid California driver's license and maintain an insurable driving record under the Clinics' liability policy.
While performing the duties of this job the employee is frequently required to stand or sit. The employee is required to use hands to produce records and/or documentation in manual or electronic format. The employee must possess ability to ensure significant communication with the Clinics' community members. The employee must regularly lift and/or move up to 5 pounds and occasionally move or lift up to 10 pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate. Community outreach and local business travel is required.
Pacific Clinics is an Equal Opportunity Employer
We consider applicants for all positions without regard to race, color, religion, sex, national origin, disability, age, marital status, sexual orientation or veteran status.
We provide equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, marital status, national origin, citizenship, veteran or qualified disabled veteran, ancestry, age (over 40), physical or mental disability (an impairment that limits a major life activity, medical condition (cancer-related or genetic characteristic), or any other classification protected by law. In addition, Pacific Clinics will provide reasonable accommodations for qualified ind