Office Services Specialist (FLOATER) - Eastern Shore Community Services Board : Job Details

Description Summary: This is an administrative support position (FLSA non-Exempt) whose incumbent per-forms receptionist duties at all ESCSB locations and primary clerical/administrative support to the Clinical Director of Mental Health Services and Quality Improvement and Health Information Man-agement, Risk Management and Administrative Coordinator of the Eastern Shore Community Ser-vices Board (ESCSB). Administrative support is also provided as needed to other clinical staff. This is an itinerant position that will be responsible for duties at all ESCSB offices and will travel to different locations as needed. The incumbent reports to and receives supervision from the Health Information Management, Risk Management and Administrative Coordinator. In carrying out position responsibilities, the incum-bent performs in accordance with established ESCSB policies and procedures, demonstrates initia-tive, exercises sound judgment, maintains confidentiality of information, and sustains effective working relationships. Essential Functions: •Serve as receptionist at all ESCSB location, to include managing the console phone, receiv-ing and checking out individuals, confirming and updating individual demographic infor-mation in the EHR, requesting payment at the time of service and/or referring the individual to the billing department when appropriate, directing the individual to the appropriate staff or department when the individual presents for a reason other than a scheduled appoint-ment, and distributing next appointment cards and school /work excuses; •Using the EHR, prepare for appointments, to include reviewing notifications and for the day, checking appointments in Credible, and making necessary adjustments; •Assist in the management of providers appointments, to include reviewing doctors' sched-ules with the nurses; notifying clinicians of cancellations/rescheduling handled over the phone; making cancellations if the provider is sick; printing and reviewing every provider's schedule for the following day to check for double booking, overlaps, etc., and adequate charting time for the doctors; •Assist in the coordination of individual transportation; •Assist with monitoring data such m: cancellation lists, rescheduling, and no shows ; •Maintain a pleasant, organized waiting room; •Control access to the building beyond the waiting room by maintaining the visitors' log and issuing visitor badges, escorting or calling staff to escort individuals and/or visitors, and en-suring all individuals have left the clinic at the end of the business day; •Ensure the clinic is properly opened and closed, to include placing the phones on the proper setting each morning and evening, securing the money boxes, turning off lights and appli-ances, and locking doors; •Maintain cash boxes; •Pick up, review, and disseminate staff mail as well as deliver mail to the post office as needed; •Prepare courier boxes with mail and other information to be delivered and distributed at each site; •Provide clerical and administrative support (typing, word processing, filing, etc.) to desig-nated directors and staff; •As needed, assist in written report preparation (e.g. data/information retrieval, formatting, etc.); •Provide backup receptionist, clerical, and administrative support services to other clerical staff in the administrative office and other facilities; •Attend in-service training activities, conferences, seminars, etc. related to position responsi-bilities; •As assigned, record, prepare, and disseminate minutes; and •Perform other job-related duties as assigned by the Health Information Management, Risk Management and Administrative Coordinator and/or the Executive Director. Related Duties and Responsibilities •Performs related duties and responsibilities as required and assigned. Education and Experience: •High school degree or general education diploma (GED) preferred and three (3) months po-sition related experience preferred; or any equivalent combination of education, training, and experience which provides the required knowledge and abilities. Required Knowledge, Skills and Abilities: The incumbent should have position-related experience providing clerical/administrative support and possess the following knowledge, skills, and abilities. •Filing systems (administrative and clinical); receptionist requirements; computer applica-tions to include EHR; office equipment operations; English usage; business correspondence; consumer confidentiality; written and oral communications. •Using EHR as applicable to position requirements; accurately typing correspondence, re-ports, memorandum; composing communications; developing/ maintaining a filing system; the English language; data/information retrieval; computer usage; taking and preparing minutes; formatting reports; telephone communications; maintaining effective communica-tions; and in maintaining effective communications with both consumers and staff. •Fulfill job duties using the EHR; manage and adjust clinical schedules; perform cleri-cal/administrative responsibilities in accordance with agency policies and procedures; effec-tively communicate with all types/levels of people; resolve position-related problems; demonstrate initiative; maintain applicable confidentiality of information; exercise sound judgment; and maintain effective working relationships.