Administrative Coordinator 3

The Louisiana Department of Health is dedicated to fulfilling its mission through direct provision of quality services, the development and stimulation of services of others, and the utilization of available resources in the most effective manner.
***LDH serves as a model employer for individuals with disabilities.***

**This position is located within the Louisiana Department of Health / Office of Public Health / Region 9-BRCO / Washington Parish**

**Announcement Number: OPH/SP/199783**

**Cost Center: 3262109009**

**Position Number: 129310**

This vacancy is being announced as a Classified position and will be filled as a Probationary appointment.

**AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING COMPETENCIES:**

**Accepting Direction:** The ability to accept and follow directions from those higher in the chain of command.

**Focusing on Customers:** The ability to serve the needs of those who support and/or rely on the services provided.

**Following Policies and Procedures:** The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws.

**Acting with Ethics and Integrity:** The ability to be consistent, honest, and a trustworthy steward of State resources.

**Adapting to Change:** The ability to adjust plans, expectations, and behaviors in response to change.

**Learning Actively:** The ability to acquire necessary knowledge and skills to improve performance and achieve organizational goals.

**NOTE REGARDING THE ADVERTISED PAY:**

**The actual starting salary depends on the education and experience of the selected applicant.**

Please click on the below links to learn more about each job level:

State Civil Service Job Information Finder

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

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:

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.**
**Minimum Qualifications**
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MINIMUM QUALIFICATIONS:
Two years of experience in which clerical work was a major duty.

SUBSTITUTIONS:
Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.

Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.

College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.

NOTE:
Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.

NOTE: Any college hours or degree must be from an accredited college or university.
**Job Concepts**
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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**
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Incumbent performs clerical duties primarily in the Washington Parish Health Unit(s) within Office of Public Health’s Southeast Region 9 but may also be assigned to work in other parish health units within Region 9. This position performs administrative support functions as well as clerical duties associated with the delivery of personal health services in the health units, including but not limited to Reproductive Health (Sexually Transmitted Diseases and Family Planning), Immunizations, Tuberculosis (TB), Women, Infant and Children Supplemental Food Program (WIC), Children’s Special Health Services (CSHS), Genetics Program, and Vital Records, in accordance with rules, regulations, and policies.

This position reports to the Administrative Supervisor assigned to the parish health unit. This position is fast-paced, multi-functional, and complex, and the incumbent routinely, independently, and professionally performs several duties simultaneously, including electronically scheduling clients for medical and WIC appointments; interviewing clients; preparing electronic records, reports, and (where applicable) paper charts; assessing and collecting fees; answering telephone inquiries, etc., while often serving as the public’s initial contact with the Agency. In order to perform these functions, incumbent must possess basic/intermediate personal computer skills, including Microsoft Outlook/Word/Excel, to proficiently deliver personal health services using such computer-based programs as WIC MIS, LINKS, EHR electronic health records, LA Medicaid Verification Eligibility System (MVES), as well as LEERS, STARLIMS and CARS (Computerized Accounts Receivable), when applicable. When any program is unavailable, must be prepared to manually complete any duty. Because of the nature of the units’ services, exposure to health hazards/risks by contact with infectious patients/specimens/airborne diseases may occur.

80% – Performs clerical activities for all of Office of Public Health’s personal health programs.

Duties require daily contact with patients; interpretation and application of complex Federal, State, and agency programs and policies; and keeping current on numerous and frequent changes to protocols/procedures/policies. Obtains appropriate client identification and documentation required to for clinic service delivery, in accordance with federal, state, agency, and program policies. Utilizes the Language Line for non-English speaking patients. Eligibility Screening and Insurance Verification – Using federal, state, and programmatic criteria, determines programmatic and financial eligibility for participation in all programs administered by OPH by screening applicants during the interview process; informs and educates clients of available services through OPH as well as provides referrals to other public and private agencies and organizations. Verifies each client’s insurance status, including LA Medicaid, during every visit. Fee Screening and Collection – Assesses clients for billable services, including third party billing, according to agency fee policies and income guidelines; applies appropriate charges based on each service provided; accurately explains fee assessment process and fees due to clients; collects fees document collection in the electronic health records. Secure monies in a locked area and maintains total accountability for all daily fees collected, charged, and prepared for deposit. Electronic Health Records- Utilizes the electronic health records (EHR) for accurate management of client appointments (schedule/cancellation) with clinic schedules; insurance verification; documentation of current patient demographics and other information during interview/intake process; patient billing/fee collection documentation and deposit reconciliation; batch processes and daily reports. Obtains electronic signatures for applicable documents and scans into patients’ electronic records supporting documentation needed for services, as well as medical information obtained during personal interviews with clients and from various other sources, such as private healthcare providers, schools, laboratories, office files, hospitals, other PHUs, state agencies, and contract agencies. Assures confidentiality of patient’s health information, in accordance with HIPAA and agency policies and procedures. WIC Supplemental Food Program – Utilizes WIC MIS, such as LAWIN to accurately manage WIC client appointments/scheduling; document WIC program eligibility verification, current patient demographics, and other needed information per program protocol; print food instruments, per Certifying Professional Authority’s (CPA) food instrument prescriptions; provide food instruments to clients after identification verification; and generation of recertification reminder letter to be mailed to clients.

15% – Performs such clerical health unit activities as addressing telephone and front desk inquiries; setting appointments and making appointment reminder calls to clients; initiating electronic (paper, where applicable) medical files; researching all systems for patients ID information, as well as communicating with other PHU’s, to avoid record duplications; retrieving/filing patients’ medical records; and preparing and attaching clinic forms for applicable clinic services. Prints, copies, faxes, and/or mails medical records for signed medical release requests and collects fee for copies, in accordance with Agency policy and procedures. Completes correspondences and runs reports, as required. Maintains all paper medical records in accordance with agency policy; reviews medical records/files for accuracy and compliance with agency standardized record retention policies; purges charts annually, in accordance with agency and program policies and procedures. Completes all mandatory LDH-OPH trainings before the deadlines and participates in webinars and attends seminars, workshops, staff meetings, conferences, in-service trainings and other continuing education programs as required by the Agency and OPH Programs; completes CATS time entry, Travel Reimbursement Expense forms and submits to supervisor, in accordance with Agency policies and procedures; and accepts and performs additional duties, which may not listed, but are necessary for optimal service delivery in the parish health units, in Region 9, and statewide.

May serve as Local Deputy Registrar of Vital Records at the local parish health unit. Applies in depth knowledge of vital records laws and current fee collection policies to render accurate information and service to clients and/or general public in regards to obtaining certified copies of birth, death and delayed birth certificates through the vital records electronic LEERS system. Personally responsible for security of bank notes; collects and secures monies utilizing LEERS system; and indexes and forward certificates by certified mail to the State Registrar of Vital Records for filing. May serve as back-up to the supervisor in management of administrative matters, including issuing directives to others, in his/her absence, as directed by the regional medical director, as well as perform such duties as inventory/property control, ordering supplies and equipment, purchasing, petty cash custodian, timekeeper, and preparing travel.

5% – Responds to public health emergencies and bioterrorist threats when directed, on an as needed basis, in Region 9 and in other OPH regions (when needed). Makes any necessary changes to daily operations and to personal schedules to serve in an assigned role on designated shifts at a designated site during disaster emergency responses, including but not limited to, the Medical Special Needs Shelter and Points of Dispensing (PODs) for the Strategic National Stockpile. Completes emergency preparedness courses, drills, and updates, as well as ESF-8 trainings and all required DHH/OPH trainings related to emergency preparedness and response, as outlined in Agency policies and procedures. Keeps contact information current at all times, which is placed into the EED (employee electronic database).