Health Services Assistant I/Ii

Summary

Butte County Department of Behavioral Health is currently hiring for the Health Services Assistant I/II classification within Quality Management. Candidates selected for this position would be working directly with the quality management team in a meaningful support role. This roll requires fast and accurate typing, attention to detail, computer proficiency, organization, time management and the ability to work autonomously. This role is frequently challenging and fast-paced as well as an important part of what allows Behavioral Health to help people across Butte County. Apply today!

This recruitment is for level I and level II.

The salary rage for level I is $1,281.60 -$1,635.20 biweekly ($16.02 -$20.44 per hour). The salary range for level II is $1,282.40 - $1,719.20 biweekly ($16.03- $21.49 per hour).

Note:A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question.

FLSA: Non-Exempt

DEFINITION

Under immediate (Health Services Assistant I) or general (Health Services Assistant II) supervision, performs a variety of medical office, medical records, and/or program support activities for County clinics and behavioral or public health programs, which may include word processing, data entry and organization, telephone and counter reception, patient scheduling and intake, and maintaining, processing, and filing applications and medical records; creates routine correspondence and/or reports; provides information and assistance to staff and the general public; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Health Services Assistant I) or general (Health Services Assistant II) supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Health Services Assistant I: This is the entry-level classification in the Health Services Assistant series. Initially under close supervision, incumbents learn and perform clerical duties in support of medical records, clinic, or program operations. As experience is gained, assignments become more varied and complex; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Health Services Assistant II but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Health Services Assistant II:This is the journey-level classification in the Health Services Assistant series. Positions at this level are distinguished from the Health Services Assistant I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Health Services Assistant class series are flexibly staffed; positions at the II-level may be filled by advancement from the I-level; progression to the II-level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the II-level.

Essential Job Functions

EXAMPLES OF TYPICAL JOB FUNCTIONS

Typicalfunctions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level (I Level) positions.

• Serves as a receptionist; receives and screens visitors and checks them in for appointments; receives and screens telephone calls, and takes messages; provides factual information regarding County, department, or division activities.

• Responds to inquiries and requests for information from clients/patients, families and staff in accordance with legal, regulatory and departmental policies and procedures; researches inaccuracies; adheres to privacy, security and consent mandates in the completion of requests.

• Schedules patient appointments and prepares daily appointment schedule; schedules medical tests and procedures, as assigned; may gather and code diagnosis, procedures, and operations using health records for statistical indexing using ICD-10 and CPT classification systems; prepares related statistical reports.

• Orders, receives, and organizes patient charts for daily appointment schedule preparation and varied record keeping activities; may pull and file charts located within assigned area; reviews charts for necessary documentation and authorizations from health care staff; processes and closes patient charts as authorized.

• Provides for intake and registration of patients; interviews patients to obtain medical information and appropriate documentation required to open patient charts; may assist clients with applications for various programs; explains program eligibility; and processes enrollment forms.

• Takes and/or records patient's medical records height, weight, vital signs and medical history; assists with the collection and submittal of laboratory samples; records laboratory results into patient medical records upon receipt from laboratory and informs medical provider of results.

• Reviews financial and insurance status of patients; explains treatment costs and methods of payment; performs periodic re-evaluations, re-determinations and adjustments as necessary; collects fees, issues receipts and balances daily monies received.

• Provides information to patients or program participants related to program activities, educational material, and community resources.

• Gathers information from a variety of sources for the completion and processing of forms, records, applications, and other documents; reviews forms and records for content, accuracy, completeness and compliance with regulatory, legal and organizational requirements; resolves routine errors,contacts individuals to obtain additional information, and completes records processing in accordance with policies and procedures.

• Enters, edits, and retrieves data; prepares periodic or special reports from a computer system following established formats and menus; may create report formats using programmed software to meet individual needs.

• Accepts subpoenas and requests for information from various entities; prepares information timely in accordance with agency statutory requirements; prepares records for court proceedings and provides testimony as to the authenticity of records; attends court proceedings.

• Maintains records and processes various forms, applications, charts, or other documents specific to the department or program.

• Proofreads and checks written materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling.

• Establishes and maintains office files; prepares, scans and indexes documents in online archive system; verifies the accuracy of scanned documents and source documents and ensures documents are legible and properly indexed for accurate retrieval; purges files as required.

• May assist in ordering supplies and maintaining inventory for medical office and assigned programs; ensures immunization refrigerators and freezers are within required temperature range.

• Provides instruction and training to new staff as assigned.

• Performs related duties as assigned.

Minimum Qualifications

Knowledge of:

• Clerical practices and procedures.

• County and assigned department programs, goals, and policies and procedures.

• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.

• Basic recordkeeping principles and practices.

• Medical terminology related to health records and medical office support work.

• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program.

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.

• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To:

• Perform specialized processes, procedures, and office support tasks related to the department or program to which assigned.

• Perform detailed office support work accurately.

• Extract medical information from patient charts.

• Understand, interpret and apply applicable departmental or program policies and procedures.

• Organize and maintain accurate files and records.

• Type accurately at speeds necessary for successful job performance.

• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

• Deal tactfully and effectively with persons contacted in the course of work, including those of diverse socioeconomic and cultural backgrounds.

• Maintain client/patient confidentiality.

• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.

• Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.

• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to completion of the twelfth (12th) grade; and

Health Services Assistant I: None.

Health Services Assistant II: One (1) year of clerical experience in records management, or in a medical office, behavioral or public health program, or community-based organization.

Certifications and Licenses:

• Must possess a valid US driver's license upon date of application. Must obtain California driver's license following hire date per California DMV regulations.

Environmental Factors and Conditions/Physical Requirements

PHYSICAL DEMANDS

• Mobility to work in a standard office or clinic setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information; ability to lift, carry, push and pull materials and objects up to 10 pounds.

• Vision to read printed materials and a computer screen.

• Hearing and speech to communicate in person and over the telephone.

WORKING CONDITIONS

• Office or clinic environment with moderate noise levels, controlled temperature conditions and potential exposure to infectious diseases.

• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes personal computer, fax machine, standard office equipment, and specialized medical and laboratory equipment.

Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned, and to return to work as ordered in the event of an emergency.