This position is located within the Louisiana Department of Health / Office of Public Health / Region 6-BRCO / Rapides Parish

Announcement Number: OPH/SP/173461
Cost Center: 3262109006
Position Number(s): 50313792

This vacancy is being announced as a Classified position and may be filled as a Job appointment, Probationary or Promotional appointment

No Civil Service test score is required in order to be considered for this vacancy.

Occupational Summary
This Administrative Coordinator 3 is assigned to the Rapides Parish Health Unit in Region 6 of the Office of Public Health. This position performs sub-professional duties under the direction and supervision of the Nursing Supervisor. This position supports nursing activities in the clinical setting as well as performs clerical duties that are outlined and assigned. This individual adheres to all policies, procedures, and standards set forth by the Louisiana Department of Health / Office of Public Health. Rapides Parish Health Unit provides personal and environmental health services, including but not limited to, Reproductive Health, Tuberculosis (TB), Women, Infant and Children Supplemental Food Program (WIC), Maternity, Child Health, Children’s Special Health Services, Genetics Program, Epidemiology, Nutrition, Adult Health, Vital Records, and Voter Registration.

Incumbent functions in a fast-paced, multifunctional, complex position. Routinely, independently and professionally performs several duties simultaneously, including interviewing clients, preparing charts and reports, assessing and collecting fees and answering telephone inquiries while often serving as the public’s initial contact with the Agency. In order to perform these functions, incumbent must use a personal computer and be adept at local, mainframe and internet programs which may include Electronic Health Records (EHR), LAWIN (WIC), CARS (Computerized Accounts Receivable System), First Data, LINKS (Louisiana Immunization Network for Kids), LEERS (Louisiana Electronic Event Registration System), Starlims (Laboratory Management Systems), Group Wise, Microsoft Word, Excel, etc.

Because of the nature of Health Unit’s services, incumbent is exposed to substantial health hazards/risks by contact with infectious patients/specimens/airborne diseases.

40% Determines programmatic and financial eligibility for all programs administered by the Office of Public Health based on detailed knowledge of federal and state laws, policies, program regulations, procedures and guidelines. Through personal interviewing, screens applicants according to eligibility criteria including but not limited to financial status, residence, age, etc., while maintaining confidentiality. Interview clients to determine billable services according to agency fee policy and income guidelines based on previously verified data. Interpret fee schedules and apply appropriate charges based on each service provided. Provide accurate explanation to client of fees due. Collect fees utilizing EHR and First Data. Through EHR, generate receipt and collect payment from client at the time services are rendered. First Data payment is collected by credit/debit card and a receipt is generated through EHR. Cash payments are through EHR. Follow security procedures for monies collected and place in a secured, locked area. As applicable, provides follow up on outstanding balances.

Maintains accountability for all fees collected, charged, and prepared for deposit.

For each clinic visit, the appropriate encounter form is completed in EHR for billing, agency reimbursement and statistical reporting. Third party billing is also processed. Informs and educates clients of available services through Office of Public Health as well as providing referrals to other public/private agencies and organizations. Performs clerical duties that include making clinic appointments for all programs: WIC, RH, TB IMUN. Make reminder phone calls for clinic appointments; assist with rescheduling appointments as needed due to clinic cancelations; Scan patient and clinical documents into EHR; either initiates or retrieves patient records required for visit. Secure information through client interviews and from various other sources-offices files, hospitals, other public health unit’s state agencies, private providers and schools both in state and out of state. Maintain confidentiality of records and proper authorization or receipt on release of medical records.

20% Assist with obtaining patient records for medical examiners pertaining to referral follow up. Inform and educate clients of available services through Office of Public Health as well as providing referrals to other public/private agencies and organizations. Research LAWIN and for patient’s ID information, as well as communicate with other public health units, to avoid duplications. Must have current knowledge of all programs in order to accurately and efficiently compile the proper forms for any given client/appointment/program. Interpret Certifying Professional Authority (CPA)’s draft prescriptions for WIC Program. Once prescriptions have been interpreted, enter data into LAWIN to produce proper food instruments, schedules next appointment and provides to client upon verification of identity.

30% Assist nursing personnel with Continuous Quality Improvement and measures to ensure that labs and appropriate follow up are conducted on abnormal lab reports. Responsible for obtaining and recording all lab reports such as GC/CT, HIV, Syphilis, and Pap smears collected in RH program as well as reports for T spots and other specimens collected in TB program. Scans all labs into EHR; Identifies all positive or abnormal lab reports and presents to nurse; assist with notifying patients by mail or telephone of abnormal results; make phone follow up on missed appointments for STD and Colposcopy appointments. Corresponds with appropriate lab personnel to ensure efficiency of reporting and follow up on any discrepancies. Maintains CLIA, OSHA, and HIPAA guidelines in all clinic duties.

5% This position serves as backup to other staff, including, in some offices ordering supplies and equipment, completing inventory, serving as timekeeper, etc. In some offices, serves as Deputy Registrar of Vital Records to the local Vital Records Registrar. Applies in-depth knowledge of vital records laws and current fees to render accurate information to customers and/or general public in obtaining certified copies of birth, death and delayed birth certificates. Reviews death/fetal death certificates from hospitals, funeral directors, midwives, etc. Accepts correct certificates and rejects incomplete/incorrect certificates. Reviews for accuracy and completeness other legal documents in accordance with state laws governing preparation. Ensures confidentiality of records. Issues certified copies of death certificates using pre-numbered bank notes in numerical order. Personally responsible for security of said notes. Collects and secures monies utilizing the LEERS (Louisiana Electronic Event Registration System.

5% Attend seminars, workshops, and in-service training as required for job performance, including, but not limited to, Medical Special Needs Shelter training. Participate in response to emergency situations in the community and statewide in the staffing of Medical Special Needs Shelters and other public health responses to weapons of mass destruction. Utilize appropriate interpersonal and communication skills in a customer-focused environment. Accepts and performs additional duties not listed in the job description to facilitate smooth clinic operations.

To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*

A resume upload will NOT populate your information into your application. Work experience left off your electronic application or only included in an attached resume is not eligible to receive credit

For further information about this vacancy contact:
Shambrielle Pooler
Shambrielle.Pooler@la.gov
LDH/HUMAN RESOURCES
BATON ROUGE, LA 70821

This organization participates in E-verify, and for more information on E-verify, please contact DHS at 1-888-464-4218.

Function of Work:
To perform a wide variety of clerical duties that requires independent judgment to accomplish in support of the staff members and/or operations of an organizational unit or program.

Some discretion is required in the performance of these duties. Duties begin to expand in scope and complexity, and develop into departmental-program duties.

Level of Work:
Advanced.

Supervision Received:
General from higher-level clerical and/or supervisory personnel.

Supervision Exercised:
May supervise 1-2 lower-level personnel.

Location of Work:
May be used by all state agencies.

Job Distinctions:
Differs from Administrative Coordinator 2 by the presence of responsibility for clerical duties that involve greater scope and complexity, including initial program duties.

Differs from Administrative Coordinator 4 by the absence of paraprofessional duties that involve a higher degree of specialization, complexity, and/or independent judgment.

NOTE: Positions allocated at this level tend to focus on numerous examples of work as listed below:

Performs responsible, initial departmental-program duties in accordance with rules, regulations, and policies. May involve communication with other departments, customers, etc.

Processes routine paperwork and/or enters data into a department log or database in the servicing of a customer.

Develops procedures and guidelines related to the imaging of documents; maintains a log of imaged files; may serve as leadworker over other imaging positions.

Prepares requisitions for the purchase of supplies; may involve entering information into an automated system.

Compiles information from various sources and prepares specialized reports; formats reports according to department standards.

Serves as clerical assistant to a manager, which could include keeping appointment schedule, preparing travel, issuing directives to others on their behalf, and relieving the manager of administrative matters.

May begin performing duties related to traditional administrative functions, such as property control, purchasing, and safety, in addition to other clerical duties as noted above.

Performs related duties as assigned.