Client Access Services Coordinator (admin Asst Iii)

Location
Fairfax, Virginia
Salary
$39,270.61 - $65,450.53 Annually
Posted
Jan 23, 2021
Closes
Jan 30, 2021
Ref
21-00136
Hours
Full Time
Job Announcement

This position will be located at the Merrifield Center and will be used to provide administrative back up support to Chantilly, Reston, Gartlan, South County and the Adult Detention Center.

Front desk duties include executing the CSB check-in and check-out procedures using the electronic health record (EHR); scheduling and reconciling clinical and medical appointments in the EHR based on approved protocol for notification; fielding phone and in-person inquiries made by the public, clients, and staff in a prompt, courteous, and professional manner and assessing for level of risk or emergency intervention; opening and closing program assignments in the EHR; updating financial and demographic information required in all client profiles in the EHR and cashiering.

Back office duties include verifying insurance coverage and explaining insurance benefits as requested by clients; monitoring, researching, arranging and conducting annual review/updates of the EHR record with clients to ensure information is accurate and fees are properly set.

The successful individual will possess the ability to communicate clearly and concisely orally and in writing; multi-task; prioritize work; and must be detail oriented, accurate in data entry, organized, possess excellent customer service skills, and able to work in a fast paced team environment. Protects individuals’ confidentiality using existing state, local, and federal policies and procedures. Maintains expertise in several databases related to the EHR, revenue cycle management, as well as Microsoft Office software.

This position is for 30 hours per week (.75 FTE) with prorated benefits.

Functional area: Electronic health records and behavioral bealth

Note: To learn more about careers that make a difference, watch our video " CSB: Making a Difference in Our Community ".

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)
Accounting
  • Reconciles daily receipts or accounts receivable/payable;
  • Identifies discrepancies and makes corrections;
  • Collects required documents;
Scheduling & Coordinating for Others
  • Maintains calendar(s);
  • Schedules meetings;
  • Makes and cancels appointments;
  • Schedules rooms for classes, meetings, conferences, etc.;
  • Coordinates audiovisual, training equipment, refreshment requests;
  • Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.
Communication
  • Composes routine correspondence on behalf of the executive/work unit head.
Office Management
  • Provides administrative support and implements procedures;
  • Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
  • Provides and explains relevant policies and procedures.
General Administrative
  • Composes routine correspondence on behalf of the executive/work unit head.
Receptionist/Public Contact
  • Schedule appointments;
  • Explains departmental policy/procedure but does not interpret them;
  • Responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations.
Word Processing/Typing
  • Keys/types complex documents (e.g., technical);
  • Proofs spelling and grammar;
  • Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
  • Compiles reports from edited drafts;
  • Uses macros and templates developed by others.
Information Systems/Software
  • Performs data entry with some knowledge of department/work unit/program;
  • Manipulates screens for additional entries;
  • Generates routine reports;
  • Creates simple spreadsheets;
  • Maintains databases.
Reports
  • Compiles routine factual/numerical reports using readily available information.


Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
  • Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
  • Significant nonstandard skill/knowledge is required involving production of an end product such as a report.
Word Processing/Typing
  • Basic skills in the use of Microsoft Word.
Math Skills
  • Basic math skills.
PC Skills
  • Basic skills in the use of applicable Microsoft Office Suite software.
Communication
  • Ability to write simple documents.
Information Abilities
  • Ability to process and integrate complex data.
Interpersonal Abilities
  • Ability to establish and maintain effective working relationships with both external and internal contacts.
Executive Assistance
  • Ability to maintain confidentiality and be sensitive to political issues.


Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

Any combination of education, experience, and training equivalent to the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for: Any combination, experience, and training equivalent to

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry, and a sanction screening to the satisfaction of the employer. A TB screening upon hire.

This position will require some evening, weekend and holiday hours and is emergency/essential services personnel. (Required to report for duty during inclement weather and/or other emergencies).

Certain positions with financial responsibility within this class may be subject to criminal background checks and/or credit checks as a condition of hiring and periodically thereafter, as determined by the department head. An applicant or employee may be required to submit a request for a criminal background check and/or credit check to the appropriate agency. Applicants and employees within these select positions must demonstrate financial responsibility in personal finances as a condition of employment.

PREFERRED QUALIFICATIONS:
  • Experience in behavioral health setting.
  • Experience and working knowledge of Electronic Health Records.
  • Experience and familiarity with HIPAA rules and regulations.
  • Experience providing direct customer services.
PHYSICAL REQUIREMENTS:
Ability to travel to various CSB sites to attend meetings or preform work duties; maneuver through multi-floor buildings; bend/stretch; carry up to 25lbs. Ability to answer phones and use a keyboard driven equipment; communicate clearly with others; and conduct various screenings on individuals upon entry to CSB facilities. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a practical exercise.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or status as a veteran in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.

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