Clinic Administrative Assistant/ Disease Investigation Specialist

Prineville, OR

Department:     Crook County Health Department

Reports To:       Clinic Supervisor

Classification:   Non-exempt

Salary Grade:    $19.55 - $22.01 Hourly

Summary 

 The primary duties of this position are to perform disease investigation interviews and enter accurate data into state systems within required time frame, assist in clinic rooming patients and patient care within scope of certification, coordinate ordering clinic supply and medications, stock clinic lab and exam rooms, maintain clinic handouts and education resources for clients, assist with COVID vaccine administration as needed, develop and compose program operational plan drafts and track quality and data metrics. Provide trauma informed and culturally appropriate care during interactions with teammates and clients.

Essential Job Functions 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Communicable Disease Investigation

  • Investigate reportable disease reports per state guidelines
  • Maintain timeliness of reporting for communicable disease at 100%
  • Utilize the Orpheus database for disease reporting to the state
  • Utilize the OPERA database for COVID-19
  • Work in coordination with Communicable Disease Coordinator and Communicable Disease team 

Clinical Services

  • Escort patients to exam rooms and prep for assessment
  • Record and maintain patient medical data in patient’s medical chart
  • Promote health and prevention of disease in clinic and community settings
  • Record required documentation and statistical data and compile reports as needed
  • Utilize Unite Us to refer clients to appropriate health and social agencies or practitioners
  • Assist with answering phone requests from patients and/or other medical professionals and institutions
  • Perform a variety of provider-requested ancillary and/or patient procedures within scope of certification.
  • Maintain equipment, instruments, and supply inventory levels
  • Provide and maintain a safe environment for teammates, patients and guests
  • Conduct all activities with the highest standards of professionalism and confidentiality 
  • Comply with all applicable laws, regulations, policies and procedures, supporting the organization’s integrity efforts by acting in an ethical and appropriate manner
  • Attend health-related workshops as arranged and complete required education and certifications
  • Develop and maintain effective, harmonious and positive work relationships with others, including peers and partners
  • Perform other duties as assigned

Medication

  • Administer medications in a safe manner using universal precautions and sharps safety according to standing orders and procedures
  • Describe procedures accurately for clinic-related emergencies

Documentation

  • Complete all forms, consents, records, and other documentation as required by Crook County and Oregon Health Authority
  • Competently use electronic medical record documentation process
  • Understand terms and concepts involved in determining payer source for immunization services with local, state and federal programs or private insurance
  • Complete quarterly chart reviews for quality assurance

Laboratory

  • Demonstrate proper specimen handling, processing, testing, charting and disposal
  • Demonstrate proper use of lab equipment, calibrating and documenting controls, using testing mediums and processes

General

  • Assist in the clinical area performing MA functions as needed during the walk-in clinics as assigned. This may include COVID-19 immunizations
  • Maintain regular and predictable work attendance
  • Assist with emergency response as needed
  • Coverage may include late evening and weekend hours

Public Health Preparedness:

1.  Complete Public Health Preparedness Training: IS 100, 200, 700, and 800 

2.  Participate in Public Health Preparedness exercises and events

Clinic Administrative Assistance:

  • Maintain clinic supply and medication ordering and par levels
  • Stock exam rooms and lab
  • Conduct monthly checks for out dates
  • Maintain clinic staff scheduling and coverage in coordination with clinic supervisor
  • Monitor quality metrics and provide chart reviews
  • Monitor reporting requirements and provide drafts for supervisor review
  • Support supervisor with annual review of policies and operating procedures

 Competencies

  • Technical Capacity:  Equipment uses – personal computer and related software, telephone, printer/copier/facsimile.
    • Use of computers for word processing, data entry and analysis, Microsoft Outlook, and a variety of software applications Knowledge of principles and practices of reproductive health and public health including health maintenance and disease prevention; the effects of physical, social, and emotional factors on health; principles and techniques of teaching, counseling, interviewing, and history taking; resources available through other health and welfare agencies; integration and linkages between community agencies.
  • Knowledge of prenatal care and child development
  • Ability to exercise independent judgement and plan, organize and administer safe and effective public health clinical care; work effectively with individuals and families to assist them in the satisfactory solution of health programs; recognize and respect the impact of cultural, ethnic, and linguistic difference on health care practices; act as a liaison with the other agencies to coordinate care of clients; maintain effective working relationships; maintain complete and accurate records and reports; evaluate situations accurately and adopt an effective course of action. 
  • Ability and skill in working with the public, including excellent customer service and de-escalation
  • Teamwork and Collaboration: Ability to work in a team setting collaboratively and promote a positive work environment that aligns with the department vision, mission, and guiding principles.
  • Time Management:  Ability to work in a fast paced environment and meet deadlines.
  • Communication Proficiency:  Ability to communicate effectively in both verbal and written form.  Learn and explain established policies and procedures using judgement and diplomacy.
  • Flexibility:  Ability to adapt quickly and work evenings and weekends as necessary.  Ability to travel as needed.
  • Ethical Conduct:  Ability to maintain confidentiality, abide by county/state and federal laws with knowledge of Public Health and county rules.
  • Initiative:  Ability to work independently and initiate new or innovative public health strategies. Maintain knowledge of current community resources.
  • Data collection and interpretation skills

Performance Indicators

  • Complete quarterly chart reviews for quality assurance
  • Maintain fiscal stewardship for clinic ordering and stocking process
  • Complete disease investigation within required timeframe
  • Contribution to Quality Improvement processes
  • Timely submission of reporting requirements for each assigned program, including recorded outcomes in VMSG database
  • Engagement in Regional Health Improvement Plan effort

Supervisory Responsibility 

This position has no supervisory responsibilities

Work Environment 

This is primarily a clinical role, with some sedentary work; however, some filing, lifting and carrying will be required. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Ability to work in a fast-paced environment and off-site for clinics. 

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; stand; walk; lift; use hands to finger, handle or feel; and reach with hands and arms. Ability to lift up to 20 pounds, twist, and bend. 

Position Type and Expected Hours of Work 

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00am to 5:00pm

Travel

Local and regional travel for presentations, events, and training may be expected

Required Education and Experience

  • Medical Assistant (MA) certification 

Preferred Education and Experience

  • Current LPN licensure
  • At least one year experience in a clinical setting
  • Bilingual
  • Proficient in word processing software
  • Proficient with Excel and computer systems

Additional Eligibility Requirements

  • Must hold a valid Oregon driver’s license
  • Able to complete a thorough employment and/or criminal history check
  • Final candidates will be required to provide official proof of college degree and certified transcripts (not required for all positions)

Safety Sensitive Requirements

  • This position is considered to be a safety sensitive position 

AAP/EEO Statement

  • This position is ‘at-will’, and either Crook County or the employee may terminate the relationship at any time with or without cause.
  • Crook County is an equal opportunity employer

Other Duties

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.