Intake/Records Clerk

*JUNEAU COUNTY* *POSITION DESCRIPTION* *JOB TITLE: *Intake / Records Clerk *DEPARTMENT: *Department of Human Services *DIRECT REPORT TO: *Deputy Director *GRADE: *6 *SALARY RANGE: *See current wage scale *POSITION: *Full Time, Non Union, Non-Exempt A.
*ESSENTIAL FUNCTIONS AND GENERAL STATEMENT OF DUTIES & RESPONSIBILITIES* * Must be able to maintain strict confidentiality, have excellent interpersonal skills, possess a pleasant personality, maintain proper phone etiquette, have a helpful attitude, and be understanding of persons compromised by mental illness or addiction.
* Must be able to communicate effectively with the public, even under duress, while maintaining composure and professionalism.
* Maintain, incorporate, and accurately account for all health records in paper and electronic format.
* Requires self-direction, sound time management, efficiency skills, and a team player.
* Possess extensive knowledge of record keeping requirements, policies, procedures, and equipment used.
* Possess extensive knowledge of correct methods of input data form handling and proper order of forms.
* Ability to read and record information accurately.
* Ability to train other others.
* Ability to understand need for and maintain security and confidentiality.
* Possess understanding of HIPPA privacy laws.
* Possess emotional maturity, objectivity, resourcefulness, initiative, reliability, and attention to detail.
* Ability to relate to a variety of staff and professions in a positive, professional manner.
*DATA ENTRY:* * Create and input client demographics and data into the electronic health record system accurately.
* Input data into State reporting systems accurately.
* Attend necessary trainings/meetings involved with data entry systems.
*RECORD KEEPING:* * Maintain electronic health record system and paper charts for all open and closed Human Services consumers.
* Accurately file/scan client records, medical documentation, consents, client rights, and other required content accurately and in a timely manner.
* Process record requests and letters of certification of records when requested accurately and in a timely manner.
Ensure signed release forms accompany requests.
Update Record Release Excel spreadsheet containing detailed information of who, what and when the release was provided.
Scan cover letter with detailed information regarding the release into the client record.
* Provide assistance to professional staff while following the Records Room policies.
* Prepare and review files for the Medical Director.
* Fax and file/scan prescription re-fill requests as directed by Medical Director.
* Provide files for auditing purposes.
* Purge files following guidelines set forth by County policy.
* Be available for court appearances when necessary as the agency records custodian.
*ELECTRONIC HEALTH RECORDS HELP DESK (AS NEEDED IN * *CONJUNCTION/COORDINATION WITH THE ADMINISTRATIVE SUPPORT * *SPECIALIST AND AS BACKUP FOR THE ADMINISTRATIVE SUPPORT * *SPECIALIST):* * Provide help desk support for the electronic health records system.
* Liaison between the Billing Department and Professional staff for PPS State reporting.
* System setup - understand the need for security and confidentiality, involving the Finance Department as needed for billing purposes.
* Help train staff on electronic health records system.
* Attend necessary trainings/meetings involved with electronic health records system.
*INTAKE: * *Behavioral Health and AODA* * Provide information regarding Mental Health and/or Alcohol and Other Drug Abuse (AODA) programs by phone or in person.
* Complete and screen crisis intake information with individuals, afterhours crisis staff, Law Enforcement, schools, hospital staff, etc.
and transition to crisis worker.
*General Information* * Provide contact information for local resources including housing, employment, daycare, food pantries, legal assistance, and other County programs.
*Salvation Army* * Take initial calls for Salvation Army funding * Complete releases of information and contact individuals and collaterals to clarify the need for Salvation Army Funds * Work closely with the Director and Deputy Director to approve/deny Salvation Army Funding.
*CLERICAL:* * Cross-train Support Staff to back-up all Intake and Records responsibilities.
* Back up Receptionist staff and perform duties as written in the Human Services Receptionist job description as needed.
B.
*QUALIFICATIONS/EDUCATION/EXPERIENCE* Associates degree in medical records with training or experience is preferred, however candidates with some business/administrative/medical records training and at least three years of office experience, including typing, will be considered.
*PERSONAL ATTRIBUTES NECESSARY* Responsible for the strict maintenance of client confidentiality.
Assures that records that contain client names or other personal information are not visible to the public during office hours and are stored securely during non-office hours.
Does not discuss client cases or other confidential agency information with members of the general public, including members of his/her family.
Must demonstrate a strong skill in establishing priorities, be able to review work and resolve issues, and have the ability to multitask to achieve desired end results for all associated parties.
Must be able to demonstrate emotional maturity, maintain positive rapport with all staff, and demonstrate teamwork in service delivery.
C.
*ENVIRONMENTAL WORKING CONDITINS AND PHYSICAL DEMANDS OF THE POSITION* Office setting.
Must be physically able to sit at desk, walk to multiple work stations, and handle bending, stooping, pushing, and lifting.
Must have the ability to hear and speak clearly.
Must also possess quick thinking and decision making abilities.
D.
*EQUIPMENT USED* Computer, digital dictation, copier, fax, telephone switchboard, and other office equipment.
\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\* *EEOC/AA/ADA* Juneau County is an Equal Opportunity Employer.
In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.
This position description has been prepared to assist in defining job responsibilities, physical demands, working conditions, and skills needed.
It is not intended as a complete list of job duties, responsibilities, and/or essential functions.
This description is not intended to limit or modify the right of any supervisor to assign, direct, or control the work of employees under supervision.
The County retains and reserves any and all rights to change, modify, amend, add to or delete from any section of this document as it deems, in its judgment, to be proper.
Job Type: Full-time Pay: $17.
98 - $21.
80 per hour Benefits: * 401(k) * Dental insurance * Employee assistance program * Flexible spending account * Health insurance * Life insurance * Paid time off * Retirement plan * Vision insurance Schedule: * 8 hour shift * Day shift * Monday to Friday * No weekends Work Location: In person