Calhoun County Public HealthOffice Support
July 2012
Name ______Starting Date ______
Office Support
Responsible toFLSA: Non-Exempt
Client Care Managers
Public Health Care Coordinator
Environmental Health Manager
Administrator
Directly Supervises and Evalutes
None
Description
Performs assigned office functions that support all other agency staff and resources, including development, communication and implementation of related policies and procedures.
JOB DUTIES/KNOWLEDGE
GENERAL DUTIES:
1. Answers the phone, greets visitors and routes calls, information and people to appropriate staff persons; handles both incoming and outgoing mail.
2. Assists individuals to gain knowledge of and access to agency services, as well as services identified in the plan of care; provides knowledge about alternative resources and facilitates referrals in a timely manner.
3. Receives requests for services. Schedules and maintains calendar of all services delivered.
Reviews assignments as appropriate with the client care manager andstaff.
4. Participates with client care managers in coordinating home care and community health services.
5. Communicates effectively with clients, families and staff regarding schedule changes and staffing changes as requested.
6. Assists direct care staff to process all admissions; logs interim physicians’ orders / requests and correspondence to physicians / referrals and monitors timeliness of physicians’ / other authorized signatures.
7. Works cooperatively with other office staff to assure communication between staff and clientele and compilation of accurate service data.
8. Assists in the maintenance of the client medical record. Ensures/performs timely and accurate filing.
9. Receive reports from HCA/FSW staff and clients to interpret information, communicate concerns and needs and to coordinate services with professional and ancillary services with client care managers.
10.Participates in program evaluations and quality assurance activities.
11.Serves as a resource to all staff regarding computer software use; acts as liason to vendors of computer software.
12.Assures maintenance of office, forms and medical supplies/inventories.
13.Works with other support staff to oversee housekeeping functions regarding tidiness of interior spaces.
BILLING:
14.Prepares timely accounts payable claims and submits to County Auditor in a timely fashion.Maintains accurate logs. Serves as a resource person for vendor questions regarding payment; maintains and monitors open and unpaid invoices.
15.Enters claims and revenues into accounting program. Balances monthly reports. Maintains chart of accounts for expenses and revenues by program code. Provides reports to managers as requested.
16.Accurately verifies visits / services provided. Reports incomplete, untimely, inaccurate, and problematic responses to scheduling assignments to client care managers.
17.Monitors data entry for all agency fee for service billing.
18.Completes / participates in trial billing corrections by the 15th of each month.
19.Submits 3rd party billing within 30 days following the month of service.
20.Reviews accounts receivable schedule and inputs revenue receipts by the last working day of each month. Reconciles entry of cash receipts to deposit slips.
21.Provides status reports of accounts receivable to the Administrator and/or Program Directors as requested.
22.Responds to inquiries verbally or in written form, and submits appropriate information related to bill submission, when requested from service funders.
23.Works closely with the Administrator and Program Directors to maintain and create administrative and billing files related to contracts and grant agreements for single- or multiple-county projects; establishes tracking methods for various funding sources; bills grants and special funds according to written instructions; responds to questions funders may have on bills related to grants and special projects. Composes letters, memos and flyers at the request of the administrative staff.
24.Enters billing/client information and verifies consistency and accuracy of data to be entered such as timeliness, totaling logs and other reports to assure a timely billing cycle.
25.Pursues unpaid bills from all sources according to Financial Policy and Procedure. Reports to Administrator and/or appropriate Program Director when bills remain unpaid following application of Policy and Procedure.
REPORTS and RECORDS:
26.Enters Day Sheet information into the computer; runs reports and routes to employees and supervisors for verification; maintains files and verifies Day Sheets on a monthly basis.
27.Enters own employee day sheet information into computer as assigned.
28.Compiles payroll reports concurrent with needs of HR Manager to meet payroll timelines.
29.Provides statistical reports to Administrator and Program Directors upon request.
30. Reports incidents or trends of error involving Day Sheet submission problems with staff to Administrator.
31.Creates filing systems and maintains files for administrative and program staff. Organizes end of fiscal year storage activities.
Qualifications
1.High school graduate with minimum of five years of progressive business experience; college-level business or accounting credits preferred.
2.Minimum of two years of business office experience.
3.Six months to one year of computer experience.
4.Excellent communication skills.
5.Demonstrated knowledge of the appropriate skills for communicating with individuals of all ages.
6. Responsible for own transportation
7. Valid Iowa Drivers License.
Degree of Travel
Minimal.
Degree of Disruption to Routine, Overtime:
Frequent and multiple in-coming and out-going phone calls. Limited disruption to routine. Limited overtime.
Safety
Possible infections from clients. Possible auto accident. Possible unsafe neighborhoods.
Utilizes appropriate safety equipment and/or clothing and performs all work in a safe manner.
PCE (Physical Capacity Evaluation)
Determined Accepted Work Level for this Position: Medium Work (Level 3)
Exerting 20 to 50 pounds of force occasionally, and/or up to 10 to 25 pounds of force frequently, and/or greater than negligible up to 10 pounds of force constantly.
Minimum Accepted Work Level for this Position: Light Work (Level 2)
Exerting up to 20 pounds of force occasionnally, and/or up to 10 pounds of force frequently. Requires walking or standing to a significant degree or requires sitting most of the time but entails pushing and/or pullling of arm or leg controls.
Anyone who scores 1.9 or above on the Physcial Capacity Evaluation will be able to retake the PCE exam two (2) weeks (at a minimum) after the first exam was taken - at county expense. If the person does not score at least a 2.0 on the second exam, employment will not be offered. There will be a waiting period of at least six (6) months before re-application.
JOB TITLE: Office Support
PHYSICAL DEMANDS / RARELY / OCCASIONALLY / FREQUENTLY / CONTINUALLYSit / x
Stand / x
Walk / x
Bend/Stoop / X
Squat / X
Crawl
Climb
Reach Above Shoulder Level / X
Kneel / X
Balance / X
Lift, Carry, Push, Pull
Maximum 10 Lbs. / X
Maximum 20 Lbs. / X
Maximum 50 Lbs. / X
Maximum Over 50 Lbs. / X
Must Be Able To
See / X
Hear / X
Speak / X
Use One Hand / X
Use Both Hands / X
Environmental Conditions / RARELY / OCCASIONALLY / FREQUENTLY / CONTINUALLY
Involves Being
Inside / X
Outside / X
Exposed to Temperatures of
32ûF and less / X
100ûF and more / X
Wet & Humid Conditions / X
Noise, Vibration / X
Fumes, Dust / X
Second Hand Smoke / X
Hazards, Exposure / RARELY / OCCASIONALLY / FREQUENTLY / CONTINUALLY
Infectious Wastes / X
Toxic Chemicals / X
Needles/Body Fluids / X
Radiation / X
Chemotherapeutics / X
Animals/Pets / X
Rarely = 0% to 15% of the timeFrequently = 34% to 66% of the time
Occasionally = 16% to 33% of the timeContinually = 67% to 100% of the time
NOTE: This position description in no way states or implies that it includes every duty to be performed by the employee occupying the position. Employees will be required to follow any other job-related duties assigned by their Supervisor.
Marginal functions of positions that are incidental to the performance of fundamental job duties have been excluded from our position description.
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
Some requirements may exclude individuals who pose a threat or significant risk to the health and safety of themselves or others.
I HAVE READ THIS POSITION DESCRIPTION AND HAVE HAD MY QUESTIONS ANSWERED. I UNDERSTAND AND ACCEPT THE DUTIES AND RESPONSIBILITIES RELATED TO THIS JOB AND I UNDERSTAND MY EMPLOYEE STATUS OF ______FULLTIME REGULAR - NON-EXEMPT______WHICH IS DEFINED IN THE EMPLOYEE HANDBOOK.
______Employee Signature and Date ______
______Supervisor Signature and Date ______
Adopted 7/2012
Revised 9/2016
Revised 3/2017
Page 1 of 1