ADMINISTRATIVE SPECIALIST II - DORCHESTER

Careers at DHEC: Work that makes a difference!

Pursuing Excellence, Inspiring Innovation, Promoting Teamwork and Embracing Service

1. Under supervision of the clinic Lead Administrator, performs a variety of duties for the multi-program clinic, including direct contact with site clientele and staff. Independently performs a variety of advanced duties involved in the operation of the Preventive Health program. Uses knowledge of operations and program processing of information to assist all programs in maintaining a quality and comprehensive medical record. Provides administrative support to sites in other counties in operational area. Provides coverage at reception area as needed.

2. Performs all administrative duties in a culturally competent manner:
a. Completes intake and out-take of patient data, conducts Medicaid eligibility interviews and facilitates client FPMA applications.
b. Financially screens all clients appropriately. Bills Medicaid, Private Pay and other third party billing systems. Collects payments, if applicable and prints cash drawer daily in accordance with DHEC policies and site procedures. Maintains correct change fund balance.

3. Performs customer service and maintains required documentation and Agency reports:
a. Assemble and maintain patient charts to include

• Filing completed patient paperwork and any loose Health Record materials in accordance with Agency Health Record policy.
• Color-coding of records for filing; manually retrieves, verifies and updates pertinent patient information on the health record and master list for all site services.
• Pulls records/perform computer check-out for all walk-in and scheduled patients as needed. Check in and file records at end of clinic as needed.
• Participates in annual purge of medical records: pull, box, and prepare records for archive per Agency Medical Records policy.

b. Provides culturally competent customer service by answering client inquiries, both face-to-face and telephone. Perform interviews and data entry per program guidelines. Schedule appropriate appointments at client's request. Provide back-up receptionist coverage.

4. Completes Agency and program-required reports to include SCEIS, PCAS, and billing reports. Participates in disaster-preparedness trainings and activities as required. Completes other duties as assigned.
State Minimum Requirements:
A high school diploma. Related clerical experience may be substituted for a high school diploma.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.
Agency Additional Requirements:
A high school diploma and two years of clerical office experience or an associate's degree in secretarial science or a related field.
Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.
Extensive knowledge of office policies, procedures and practices. Considerable knowledge of filling and record keeping techniques. Working knowledge of general administrative service functions. Working knowledge of the care and operation of standard office equipment. Ability to collect and assemble information in a clear, concise manner. Ability to communicate effectively, both orally and in writing. Must be flexible, dependable and willing to be cross-trained. Ability to exercise judgement/discretion in interpreting and applying policies. Must be able to work with culturally diverse populations. Ability to maintain strict patient confidentiality.

Must be able to bend, stoop, reach, climb stairs and lift a minimum of 35 pounds. Use of personal vehicle may be required. This position involves work with Personally Identifiable Health Information (PHI) and requires employee to maintain up to date HIPPA training certifications at all times. occasional regional travel is to be expected.

Employee will be expected to participate in an emergency or major disaster to expedite services to the public as outlined in the DHEC/District/County plans. During such times, the incumbent should regard himself/herself as being on 24-hour call and subject to duty when such events occur or are anticipated to occur. Occasional regional travel is to be expected.

Immunization: All new employees who are healthcare providers are required to provide documentation of immunity or be immunized against Measles, Mumps, Rubella, Pertussis, Varicella, and Hepatitis B prior to beginning employment.

State Disaster Plan: In accordance with the State's Disaster Plan, which includes hazardous weather, DHEC employees may be required to work in times of an emergency or disaster.

College Transcripts: Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

Driving Record: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

SC DHEC is an equal employment opportunity/affirmative action employing agency. We are committed to a diverse workforce. SC DHEC does not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.