Job Description

Posting number: A266003-1

Department: Health (29/60/61/62/64/65/80)

Division: TB Federal

Job classification: Medical Office Assistant I, 204

Posting type: Open

Categories: Medical

This position is grant funded. Therefore, it is solely dependent of availability of grant funds.

Under general supervision, performs a variety of medical office, clerical, patient-service, and program-­support duties for the Tuberculosis (TB) Elimination Program. Provides direct administrative support to nurses, physicians, disease intervention personnel, and other TB Program staff in the delivery of
tuberculosis prevention, screening, diagnostic evaluation, treatment, contact investigation, and public health follow-up services.

The Medical Office Assistant I serves as an important point of contact for TB patients, contacts, families, healthcare providers, laboratories, hospitals, employers, schools, and other community partners. The position is responsible for maintaining accurate and confidential patient information, supporting patient flow, scheduling appointments, processing laboratory and medical documentation, assisting with program tracking, and ensuring that required information is entered accurately into applicable electronic medical record and public health systems.

The position requires the ability to work with individuals from diverse cultural, socioeconomic, linguistic, and educational backgrounds and to maintain professionalism, confidentiality, and sensitivity when working with patients affected by tuberculosis or identified as contacts of persons with tuberculosis.

Examples of duties

ESSENTIAL DUTIES & RESPONSIBILITIES:

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Registers new and returning TB patients and contacts in accordance with Department procedures.
• Verifies patient demographic, contact, insurance, and other required information and updates records as necessary.
• Checks patients in and out of the TB clinic and assists with maintaining an organized and efficient patient flow.
• Schedules, reschedules, and confirms TB clinic appointments, laboratory appointments, follow ­up visits, and other required services.
• Provides patients with appropriate appointment information, instructions, forms, and program materials.
• Assists clinical staff with the preparation of patient charts, forms, laboratory documentation, and other materials needed for patient encounters.
• Maintains accurate patient identification and ensures that documentation is associated with the correct patient record.
• Provides courteous and professional customer service to patients, families, visitors, and community partners.
• Provides administrative support for TB screening, testing, evaluation, treatment, and follow-up activities.
• Assists with the administrative coordination of tuberculosis diagnostic services, including laboratory testing, specimen documentation, chest radiography referrals, and other services ordered by authorized clinical personnel.
• Receives, processes, files, and routes TB-related laboratory reports, radiology reports, provider documentation, and other medical records to the appropriate staff.
• Assists TB nurses and other program staff in maintaining accurate tracking of patients undergoing evaluation or treatment for tuberculosis.
• Supports the administrative coordination of TB contact investigations by preparing records, forms, correspondence, appointment information, and other materials requested by authorized TB Program personnel.
• Assists with tracking patients and contacts who require additional evaluation, testing, appointments, or follow-up.
• Makes telephone calls to patients, contacts, healthcare providers, laboratories, and other authorized parties for appointment scheduling, follow-up, documentation, and other program ­related purposes.
• Documents telephone calls, messages, appointment information, and other communications accurately in the appropriate record or system.
• Provides administrative assistance with directly observed therapy (DOT}, electronic directly observed therapy, medication follow-up, and other TB treatment support activities as directed by licensed clinical staff.
• Assists with maintaining accurate documentation of TB program services and activities.
• Supports TB Program staff in preparing information and documentation required for local, state, federal, grant, and program reporting.
• Enters and maintains patient information accurately in the Department's electronic medical record and applicable public health information systems.
• Scans, uploads, indexes, files, and retrieves medical and administrative documentation in accordance with Department procedures.
• Maintains organized paper and electronic records and assists with record retention and disposition requirements.
• Identifies missing, incomplete, or inconsistent information and brings discrepancies to the attention of the appropriate supervisor or clinical staff.
• Maintains the confidentiality and security of protected health information and other sensitive patient information.
• Releases patient information only in accordance with applicable laws, regulations, Department policies, and authorized procedures.
• Assists with medical record requests, transfers, referrals, and other authorized exchange of information.
• Assists with receiving and processing laboratory documentation associated with TB testing and evaluation.
• Verifies that laboratory orders, requisitions, reports, and related documentation contain required information before routing or filing.
• Assists in tracking pending laboratory results and notifies the appropriate clinical or program staff of outstanding documentation according to established procedures.
• Maintains appropriate logs and records associated with laboratory specimens and results when assigned.
• Communicates with laboratories and other healthcare facilities regarding administrative or documentation issues within the scope of the position.
• Assists with maintaining appropriate supplies, forms, and materials necessary for TB clinic and laboratory-related activities.
• Answers telephone calls and provides general information regarding TB Program services within the scope of the position.
• Screens calls and appropriately routes clinical, epidemiological, treatment, or other questions to qualified TB Program personnel.
• Communicates effectively and professionally with patients who may have limited English proficiency, limited health literacy, or special communication needs.
• Provides patients with clear instructions regarding appointments, laboratory services, referrals, follow-up requirements, and other administrative matters.
• Maintains a professional and respectful manner when interacting with patients who may be anxious, concerned, reluctant to participate in testing, or experiencing barriers to accessing healthcare.
• Assists in maintaining effective working relationships with hospitals, healthcare providers, laboratories, pharmacies, schools, employers, community organizations, and other agencies as directed.
• Prepares correspondence, reports, forms, spreadsheets, logs, and other administrative documents as assigned.
• Maintains program files, logs, schedules, tracking tools, and other administrative records.
• Assists with data collection and quality assurance activities designed to improve the accuracy and completeness of TB Program records.
• Assists with monitoring pending appointments, laboratory results, referrals, and other program activities requiring follow-up.
• Assists with preparation for audits, monitoring visits, program reviews, and quality assurance activities.
• Maintains adequate supplies and assists with inventory management for the TB Program.
• Assists with ordering, receiving, organizing, and distributing office and program supplies as authorized.
• Assists with preparing educational materials, patient packets, forms, and outreach materials.
• Participates in TB Program meetings, staff training, quality improvement activities, and other Department activities as assigned.
• Assists with community TB screening events and other public health activities when assigned.
• Performs other duties and responsibilities as assigned by the supervisor or designee.
• Performs related work as required.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Basic medical terminology and medical office procedures.
• Basic principles of tuberculosis prevention, screening, testing, treatment, and public health follow-up.
• Patient registration and appointment scheduling procedures.
• Medical records and electronic health record systems.
• Basic laboratory terminology and specimen documentation.
• HIPAA, confidentiality, and protection of patient information.
• Basic computer operations, including electronic mail, word processing, spreadsheets, and data­ entry systems.
• Customer service principles and professional telephone etiquette.
• Basic principles of infection prevention and control.
• Appropriate procedures for communicating with patients from diverse cultural and linguistic backgrounds.

Skills and Abilities

• Accurate data entry and documentation.
• Use of computers, electronic medical records, databases, scanners, printers, and other office equipment.
• Telephone communication and professional customer service.
• Organizing and maintaining medical and administrative records.
• Scheduling and coordinating multiple appointments and activities.
• Communicating clearly, courteously, and effectively.
• Maintaining confidentiality and handling sensitive information appropriately.
• Identifying incomplete or inconsistent information.
• Prioritizing work and managing multiple tasks in a busy public health clinic.
• Working effectively as part of a multidisciplinary healthcare team.
• Follow written and verbal instructions and established Department procedures.
• Maintain accurate and timely documentation.
• Work effectively with patients, families, healthcare providers, laboratories, and public health personnel.
• Handle confidential and sensitive information appropriately.
• Establish and maintain effective working relationships with coworkers and the public.
• Work with individuals who may have communicable diseases or who are being evaluated as potential contacts.
• Remain professional in situations involving difficult, anxious, or noncompliant patients.
• Work independently while recognizing when a matter requires referral to a nurse, physician, supervisor, or other qualified professional.
• Learn and appropriately use state and local public health reporting systems.
• Maintain regular attendance and punctuality.
• Perform multiple duties in a fast-paced public health environment.
• Ability to build and maintain effective working relationships with others.
• Ability to maintain good planning and organizational skills.
• Ability to take and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to perform strenuous work and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to effectively communicate both orally and in writing in the English language and orally in the Spanish language.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.
• Frequent exposure to unpleasant environmental conditions and/or hazards. Majority of work performed outside or with exposure to risk.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations Position will require the employee to work in the following types of work environments

Never

• Construction site
• Confined space

Seldom

• Warehouse environment

Sometimes

• Outdoor environment
• Street environment (near moving traffic)

Frequently

• Office or similar indoor environment
• Vehicles

Exposures Position will require the employee to be exposed to the following environmental elements

Never

• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Sometimes

• Individuals who are hostile or irate
• Individuals with known violent backgrounds

Often

• Communicable diseases

Travel Position will require the employee to travel

Never:

• International travel

Sometimes:

• Local travel
• Regional travel
• National travel

Qualifications

Required Education and Experience:

• High school diploma or G.E.D.
• Six (6) months of educational training
• At least one (1) year of experience in medical office assistant, phlebotomy, or health related field

Foreign Education:

• Applicants who have completed education outside of the United States must submit a foreign credential evaluation completed by a professional credential evaluation agency that is a member of the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE) The evaluation must verify the U.S. equivalency of the degree and identify the comparable U.S. degree level. Applicants are responsible for obtaining and submitting the required evaluation documentation.

Note: The City of Laredo is not responsible for any fees associated with obtaining a foreign credential evaluation or educational equivalency documentation.

Proof of TB Test/Screening will be required to be presented prior to employment

Supplemental information

Required Licenses or Certifications:

• Medical Office Assistant or Medical Assistant Certification. Must attach copy of the certification to your application.
• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480, two days prior to the scheduled interview and/or test if applicable.

City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.