Administrative Assistant, Communicable Disease Control

Under the supervision of the Communicable Disease Manager, provides clerical, secretarial and administrative support to the Tuberculosis-Latent Tuberculosis Infection (TB-LTBI) program. Collects reviews and enters complex program data. Designs, updates and maintains various forms and documents for program use. Serves as liaison for nurse case managers, billers, Refugee Services, and clients to process Latent Tuberculosis Infection (LTBI) enrollment.

• Greets the public by telephone. Checks insurance coverage, and billing issues. Answers questions regarding departmental procedures and requirements, program requirements, scheduling information and other activities. Schedules clients for appointments. Mails appropriate paperwork to clients.
• Acts as liaison between Refugee Services, nurses and TB-LTBI clinics. Confirm necessary documentation is collected and ready for clinic for the nurses. Responsible for verifying services rendered for client that do not have insurance coverage and payment authorization. Educates clinic staffs on proper form completion.
• Works to resolve billing discrepancies and problems. Runs reports and cross references complex data for payment authorizations. Contacts clients, billers, providers and others to determine billing solutions. Monitor and confirm days that a contracted provider is used for billable services.
• Contact person for federal CDC's Electronic Disease Notification Program (EDN), maintains, assigns and works as liaison between the nurses and Refugee Services of new arrivals needing required follow up shortly after arrival.
• Performs account payable and receivable tasks, oversees the TB Incentive and Enablers Program, maintains list of supplies on hand, submits request to replenish inventory of gift cards, taxi vouchers, and bus tokens, etc. as needed.
• Analyzes, oversees and tracks TB-LTBI clinic caseloads. Works with manager to analyze and distribute assigned caseloads to nurses. Makes caseload adjustments and communicates with nurses as needed. Maintains caseload count and prepares monthly statistical reports.
• Provides administrative support including but not limited to composing correspondence, creating and analyzing complex reports and researching information for monthly reports and special projects. Takes and distributes monthly staff meeting minutes.
• Coordinates dates for Continuing Education classes to be offered. Contact person for all related issues. Manages client registration, insurance and client payments. Updates information for packets, schedule conference room and confirms appropriate set up.
• Provides clerical and secretarial support. Performs typing, proofreading and data entry for various functions. Fax and copy materials, process outgoing mail, distribute incoming mail and other support functions. Uses various software programs to maintain document, spreadsheets and brochures related to the program.
• Serves as back-up for other department staff due to temporary absences or excessive workloads. Participates and attends meetings or conferences to enhance the TB program through update information. Manages inventory of office supplies, furnishings and equipment. Maintains records regarding purchases and services.
• Responsible for record retention of the TB-LTBI program. Transfers required retained information from the unit to off-site storage. Manages client files, updating systems, purging records, forms and charts and documenting purged files according to ICHD's policy guidelines.
  
  

Other Functions

• Performs other duties as assigned.
• Must adhere to departmental standards in regard to HIPAA and other privacy issues.
• During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her job description.
  
  

(An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)

Education: A minimum of a High School Diploma or equivalent is required. In addition, some specialized training or coursework equivalent to 12 college credits or less is also required.

Experience: A minimum of 1 year of medical office experience. Prefer experience with medical billing and computer software and equipment.

Other Requirements

Demonstrates effective communication skills by engaging, interacting and working with individuals from various cultural and socioeconomic backgrounds, disability status', ages, LGBTQIA+ status' and genders to ensure clarity and understanding in all interactions.

(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.)

Working Conditions

• This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.
  
  

Physical Requirements

• This position requires the ability to sit, stand, walk, twist, bend, stoop/crouch, squat, kneel, lift, carry, push, pull, reach, handle, type, endure repetitive movements of the wrists, hands or fingers.
• This position's physical requirements require periodic stamina in twisting, bending, stooping, squatting, kneeling, lifting, carrying, pushing, pulling, and reaching.
• This position's physical requirements require continuous stamina in sitting, standing, typing, and repetitive movements of the wrists, hands or fingers.
• This position performs light work requiring the ability to exert 20 pounds or less of force in the physical requirements above.
• This position primarily requires close visual acuity to perform tasks within arm's reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
• This position requires the ability to communicate and respond to inquiries both in person and over the phone.
• This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
• This position requires the ability to handle varying and often high levels of stress.
  
  

(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)

December 2014

UAW F