Supplemental Information

JeffCare, a program of Jefferson Parish Human Services Authority, is a Federally Qualified Health Center (FQHC) comprised of two Health Centers. JeffCare's goals are integration of primary care and behavioral health services to best serve the needs of the population; and, empowerment of individuals to achieve improved quality of life through the provision of effective services, delivered in an environment of integrity and respect. The Administrative Coordinator 3 position works as a team member of the Administrative Support staff and carries out the daily administrative support duties in the Health Centers. This position supports the front and back office functions of each Health Center and provides a high level of customer service to individuals served and staff members. This position is expected to complete all required in-services/trainings in order to keep skills current; learn new skills and adhere to all JPHSA policies and procedures, accreditation standards, and Civil Service Rules.

25% Completes release of information requests timely, accurately and in compliance with agency policy:

• Receives incoming requests for medical records and date stamps;
• Logs requests on to medical request log;
• Copies records;
• Produces invoices for medical record requests;
• Prepares medical records packets to be mailed or faxed;
• Documents request in individuals medical record;
• Faxes or mails records;
• Follows agency and HIPAA policies and procedures regarding releasing medical records.

25% Completes administrative audits for front desk staff compliance:

• Completes front desk check-in audit for compliance of consents, demographic, and financials for individuals served;
• Completes TOMS assessment audit;
• Completes NVRA collection audit.

20% Completes multiple duties essential to operation of the front desk of the health center:

• Acts as floor lead in Supervisor and/or Site Manager absence;
• Greets all incoming individuals and directs sign in;
• Determines needs of individuals without appointments presenting to clinic and e-mail or call appropriate staff
• Checks individuals into the EHR as they arrive;
• Hands out, collect, and enter demographic update forms, TOMS assessments, discount fee applications and other necessary data collection-
• Enters new or updated demographic information into EHR for individuals served;
• Obtains copies of identification and insurance cards;
• Collects proof of income documentation;
• Collects fees and generate receipts for individuals served;
• Reconciles all fees collected at the end of the day and prepares deposits and appropriate documentation;
• Receives incoming mail and documents incoming packages per Authority's package procedure. Notifies appropriate staff of packages received;
• Completes all attendance / transportation forms for individuals upon request;
• Holds and distributes paperwork/ forms / documentation for specific individuals as directed by clinical staff;
• Ensures health center compliance with the Authority's Voters Registration policy;
• Uses basic problem-solving skills to assist individuals in resolving issues in an effort to avoid routing call elsewhere;
• Ensures supervisor is notified of necessary information in a timely manner;
• Schedules / reschedules appointments for individuals / group therapy, medication management, psychiatric evaluations, psychosocial, treatment plans, reassessments, etc.

15% Enters payroll and ensures accuracy of the SAP system entry and backup documentation:

• Inputs payroll into the SAP system;
• Checks timesheets for overtime hours, accuracy of leave and total hours worked;
• Ensures all overtime and leave requests are accurate and complete, as well as approved;
• Ensures all timesheets are signed by supervisors;
• Prepares prior payroll adjustments as needed;
• Processes all payroll reports and finalizes any changes or corrections to payroll by the specified deadlines.

10% Financial Eligibility (JPHSA's Revenue Cycle Manager (RCM) provides functional Supervision over these duties):

• Monitors all registrations entered for patients with a commercial insurance, Medicare, Medicaid, or Tricare to ensure eligibility verifications are completed at least annually and more frequently per JPHSA's policy for Financial Responsibility of Individuals Served (FO.05). Implements any changes/corrections per the RCM. Ensures demographic and insurance information is captured and documented accurately and completely in the Electronic Health Record System. Ensures resolution by referring immediately to the RCM, including the Site Manager, when insurance verification cannot be obtained or when there are issues with referral and authorizations. Addresses insurance verification, authorization and referrals as directed by the site manager;
• Escalates billing questions/problems from individuals served to the RCM;
• Ensures payments are posted accurately and communicates to the RCM, including the Site Manager, on any issues with payment posting in the EHS, refunded payments, inaccurate postings, and any other necessary corrections that need to be completed by the RCM team;

• Completes bi-annual training provided by the RCM to update or to inform of any changes with insurance benefit plans; credentialing, and authorization protocols; and any potential impacts the changes may create throughout the year;

• Adheres to the procedure JeffCare Payment Plans (FO.011) and directs daily billing or related payment questions to the RCM for in-person/phone assistance, as needed.

5% Other duties assigned within the scope of agency policies and procedures. Physical Requirements:

• Light work. (Exerting up to 25 pounds of force frequently to move objects. Requires exertion of greater force and movement than that for sedentary work but may sit most of the time).
• Stooping. Bending the body downward and forward at the waist; requires full motion of the lower extremities and back muscles.
• Reaching above or below shoulder height. Extending hand(s) and/or arms with any degree of elbow flexion; away from the body.
• Lifting. Raising objects from a lower to a higher position or moving objects horizontally from position-to- position.
• Grasping. Applying pressure to an object with the fingers and palm.
• Repetitive motion. Substantial and repeated movements of the wrists, hands, and/or fingers. The worker is not substantially exposed to adverse environmental conditions (such as in a typical office or administrative work).

Preferred qualifications:

• Three years of experience in which clerical work was a major duty, including two years of experience in registering and admitting patients to a health care facility.
• Two years of experience in scheduling appointments, collecting, and recording demographic information, determining eligibility for services provided including but not limited to insurance verification, release of information, assignment of benefits for individuals served.
• At least one year experience working in an electronic health record.
• Experience in working with individuals with a Behavioral Health diagnosis in a fast paced Federally Qualified Health Center (FQHC).

Applicants must have Civil Service test scores for 8500-Office Support Exam in order to be considered for this vacancy unless exempted by Civil Service rule or policy. If you do not have a score prior to applying to this posting, it may result in your application not being considered.

Applicants without current test scores can apply to take the test here.

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. *

For further information about this vacancy contact:
Scott Leonard
Jefferson Parish Human Services Authority
3616 S. I-10 Service Road West, Metairie, LA 70001
Sleonard@jphsa.org

Jefferson Parish Human Services Authority and its programs (JPHSA) participate in E-Verify
Federal law mandates all employers to verify the identity and employment eligibility of all persons hired to work in the United States. All new hires at JPHSA are subject to employment eligibility verification through E-verify.
E-Verify is for Everyone.
For more information on E-Verify, please contact the Department of Homeland Security at 888-897-7781 or visit https://www.uscis.gov/e-verify

Qualifications

Job Concepts

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.

Examples of Work

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.