Job description

https://www.newyorkindiancouncil.org/

Job Description
Job Title: Administrative Specialist for Outreach Services
Salary: Non-exempt DOE
Status: Probationary/Permanent, Full-Time
Hrs./WK: Thirty-five (35)
Department: Wellness
Job Location: New York, NY

Nature of Work:

The incumbent will perform routine wellness record/chart maintenance and abstract specific information from medical records/charts for reports, quality improvement, etc. Responsible for accuracy, efficiency and retrieval of processed data. Assist with intake of new clients. Serve as Resource and Patient Management System (RPMS) Site Manager. Serve as Front Desk staff, performing a variety of clerical duties as requested. Serve as after-hours monitor as scheduled.
Essential Functions:
1. Client records maintenance: Perform routine wellness record/chart maintenance, including locate, log, retrieve, and file all wellness and client records in accordance with established protocol, such as color coded terminal digit filing system.
2. Chart reviews: Examine patient medical records for completeness ensuring all required information is included; note any deficiencies and refer to appropriate area for follow-up. Review discrepancies in data received, request clarification or advise supervisor of issues related to data and perform data verification routines in accordance with company procedures.
3. Data reports: Abstract specific information from medical records for reports, quality improvement, program compliance, etc. in an accurate and expeditious manner. Review discrepancies in data received, request clarification or advise supervisor of issues related to data and perform data verification routines in accordance with company procedures.
4. Data entry: Perform data entry using the RPMS, word processing, spreadsheet or database commands and formats material as required.
5. Client registry: Maintain patient history number master file alphabetically on computer and manually utilize patient files; assign new patient history numbers; research and verify existing patient history numbers making corrections, eliminating duplicates and merging patient medical records accordingly.
6. RPMS Site Manager: Serve as the Registration & Patient Management System (RPMS) Site Manager, providing RPMS assistance, training and other RPMS Site Manager duties.
7. New client registration: Verify enrollment and assist clients as they complete demographic portion of intake paperwork. Enter and monitor all clients’ registration in the patient registration system.
8. New client intakes: Schedule and complete intakes for new Wellness Department clients, ensuring eligibility requirements for new clients are met.
9. Client supportive services: Provide supportive services to clients in support of their wellness goals, such as distribution of hygiene kits, food boxes, diapers, etc.
10. Data entry: Perform data entry using the RPMS, word processing, spreadsheet or database commands and formats material as required.
11. Data tracking: Maintain patient history number master file alphabetically on computer and manually utilize patient files; assign new patient history numbers; research and verify existing patient history numbers making corrections, eliminating duplicates and merging patient medical records accordingly.
12. Staff trainings: Provide staff trainings on records maintenance, billing procedures, etc. Interact with departmental and other staff on matters affecting data and publications flow and makes recommendations for improvement or enhancement to job processes to ensure standards in data entry collection and retrieval.
13. Front desk services: Provide regular front-desk services for front desk/office, answering phone calls and directing clients to appropriate resources.
14. Wellness event duties: Assist with duties of implementing Wellness Department events and activities.
15. After-hour monitoring: Guards entrance during arrival and departure of clients/participants at after-hour events, and supervises lobby area during after-hour activities
16. Reporting as monitor: Reports immediately to supervisor or police authorities any unusual or suspicious condition detected.
17. Event assistance: Assists with set-up/breakdown for Wellness Department activities and events
18. Clerical duties: Performs Wellness Department clerical duties
19. Perform other tasks as assigned.
Required Knowledge, Skill and Ability:
 Organizational skills sufficient to accurately and expeditiously maintain a paper and/or electronic charting system of over 1,500 charts.
 Knowledge of and application of medical terminology, medical records, concepts, policies and procedures
 Knowledge and ability to work with and maintain an electronic health record system, such as the Resource and Patient Management System.
 Ability to work with confidential, and sensitive documents, information in a professional manner
 Ability to maintain high standards of client confidentiality
 Demonstrated skills in word processing, data entry, and spreadsheet procedures
 Ability to conduct trainings and provide guidance with staff regarding electronic health record systems, record-keeping, and other related matters.
 Ability to relate well with the public by exhibiting patience, courtesy, tact, sensitivity, and resourcefulness; especially in dealing with patients in difficult situations
 Ability to communicate effectively, both orally and in written format
 Ability to accomplish work assignments independently with minimal supervision
 Ability to maintain personal objectivity

Required Experience and Training:
 Three years of experience in data entry, knowledge of word processing, basic, spreadsheet and database maintenance and a working knowledge database entry of project management setups would be preferred.
 Education above high school (college, vocational, trade, or military), Or a combination of four (4) years Records Management/Data Entry experience, Or four (4) years work experience in a medical office or school internship in a medical office with excellent performance history which will demonstrate the ability to perform the required job duties and responsibilities
 Type 55 words per minute

Additional Requirement:

 Must possess valid New York Driver’s License

 Must pass Driver Insurance Carrier’s requirements

 Must pass New York DPS Finger Print Clearance (Class I & II)

 Must pass and submit to periodic/random drug testing

Working Conditions:
-Ability to sit for long periods of time in an office environment with low to moderate noise.
-Ability to sit in front of a computer for 7 hours a day.
-Ability to travel to various locations, including out of state.
Supervisory Status:
Non-supervisory
-Reports to Wellness Director

Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act (Title 25, U.S. Code, Section 472 and 473). The New York Indian Council is committed to achieving the full and equal opportunity without discrimination because of Race, Religion, Color, Sex, National Origin, Politics, Marital Status, Physical Handicap, Age or Sexual Orientation. In other than the above, the New York Indian Council is an Equal Opportunity Employer.

Job Type: Full-time

Pay: From $22.00 per hour

Benefits:

• Dental insurance
• Health insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Long Island City, NY 11101: Reliably commute or planning to relocate before starting work (Required)

License/Certification:

• Driver's License (Preferred)

Work Location: In person

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