Under direction of a supervisor, maintains patient files and statistics; responds to requests for medical records; performs clerical duties. Performs such duties as are required in the care of patients, involving the carrying out of medical orders prescribed by a licensed physician and requiring an understanding of elementary nursing, but not requiring the professional service outlined in the definition of registered, professional nursing; does related work as required. Also, performs administrative duties such as purchase orders, taking care of facility mail, and reception tasks.

B. Position Expectations and Essential Functions:

• Maintains patient files and retrieves files for scheduled appointments; files study patient charts; files all patient data upon receipt of information; initiates records for new patients and creates computer index; prepares file labels; maintains filing statistics; audits filing sequence.

• Responds to requests for medical records; processes letters and reports; answers and directs telephone calls.

• Retrieves patient schedules from computer system; and materials to other departments; requests information from various departments; responds to correspondence requests.

• May photocopy records and documents for billing and/or legal services; sends and receives information via facsimile machine.

• Completes purchase orders through Accounting software, processes incoming and outgoing mail, and handles receptionist duties as needed. Assists in preparing reports; facility JJIS input and admission process; and assists with youth orientation through completion of assigned forms and youth photos.

• Must become a CPR/First Aid trainer (training will be provided)

• Keeps supervisor informed of problems or issues; monitors supplies needed; performs other duties as assigned.

• Receives consent and schedules youth for dental appointments.

• Interprets rules and regulations to other staff, patients, members of patients families, and visitors.

• Keeps accurate medical records.

• Prepares accurate factual reports.

• Assists Registered Professional Nursing in carrying out other delegated work.
• Effectively implements and consistently applies the programs Positive Performance System (PPS) / Behavior Management System (BMS).

• Detect, respond, and prevent abuse of youth.

• Performs other duties as assigned by supervisor.

Education:

• A certification in Medical Assisting or Licensed Practical Nurse or a high school diploma or equivalent and at least (5) years experience in a medical office setting.

Other Requirements:

• Must be 21 years of age or older.

• Appointees will be required to possess a driver's license valid in the state where the work site is located only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

• Will be currently trained, or trained after hire to facilitate the CPR and First Aid Training for others.

D. Knowledge, Skills and Abilities:

• Proficiency in using a computer to include word processing, spreadsheets and data base maintenance.

• Knowledge of Medicaid and Department of Youth Services rules, regulations, policies, programs, functions, layout and personnel.

• Knowledge of the functions and responsibilities of the unit and of the approved methods of providing information to the public.

• Knowledge of the names and professional status of persons calling frequently at the office.

• Knowledge of office deadlines, routines, schedules and procedures.

• Ability to recognize and appropriately handle sensitive and/or confidential information.

• Ability to maintain confidentiality.

• Ability to meet and deal courteously and effectively with varied types of persons, some of whom may be bewildered or antagonistic.

• Ability to give information in person or over the telephone clearly, accurately and in accordance with department regulations and procedures.

• Ability to schedule appointments accurately and to make certain that misunderstandings do not occur.

• Ability to learn to recognize faces and to remember names quickly and accurately.

• Ability to establish and maintain records and files.

• Ability to learn to use various types of electronic and/or manual recording and information systems used by the agency, office or related units.

• Ability to work effectively with others.

• Ability to tolerate verbal and mental abuse while maintaining a professional demeanor.

• Ability to pass drug and TB screening and testing.

• Ability to complete pre-service and annual in-service CPR and first aid certification training

E. Equipment Utilized

• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

F. Physical Requirements & Work Environment:

• Talking: Ability to express and exchange ideas via spoken word during activities in which they must convey details or important spoken instructions to others accurately, sometimes quickly and loudly. Hearing and Vision: Ability to perceive the nature of sounds with no less than 40 dB loss at Hz, 1000 Hz and 2000 Hz with or without correction. Ability to receive detailed information through oral communication. Work requires a minimum standard of visual acuity with or without correction that will enable employees to complete clerical tasks, and observe youth. Dexterity: Ability to stoop, kneel, crouch, reach, push, pull, lift, grasp, and be able to perceive the attributes of an object such as size, shape, and temperature. Movements frequently and regularly required using wrists, hands and/or fingers. Physical Strength: Ability to exert up to 50 pounds of force occasionally. Position is mainly sedentary work (office work), but may on occasion include physical force execution. Employee may be subject to temperature changes, but the employee is not substantially exposed to adverse environmental conditions as the work is predominantly inside. Language: Ability to write complex sentences, using proper punctuation, and ability to communicate in complex sentences using normal word order with present and past tenses. Processing and Reasoning: Ability to exercise self-control in potentially volatile situations such as in verbal and physical confrontations. Must be able to work and concentrate amidst distractions and noise. Ability to assist youth with problem solving and maintaining self-control in volatile situations.

• The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position the employee is occasionally exposed to outside weather conditions as they relate to travel. The noise level is usually moderate as the primary work environment is a standard office setting. OR Work environment may involve exposure to noise, dust, fumes, dangerous machinery, chemicals, body fluids, falling objects, and aggressive verbal and physical behavior from students and weather and temperature extremes.

• Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the company undue hardship, such persons may not be eligible.