Job Posting for Administrative Assistant, Adult Health at Renville County

Responsible for providing administrative support and receptionist services for staff within the Public Health office. Provides technical computer support to Public Health staff. Under general supervision, performs clerical work including data retrieval; preparation of reports; typing of various correspondences; creation of various health and general forms; Minnesota Department of Health (MDH) reports; and other documentation.Adult Health Program Assistant:

Has mastery knowledge of Adult Health programs: home care, case management, MnCHOICES, and other programs as they are implemented. Connects all clients and families to appropriate programs.

Open all confidential Adult Health client health records in CHAMP (agency software). Verify insurance eligibility as needed. Assign patients to staff based on protocol. Scan Adult Health client paper records into Nightingale Notes (part of CHAMP software). Maintain security and confidentiality of all reports, records and files.

Upon receipt, enter client Service Agreements, Advance Beneficiary Notice (ABN), and Therapy Log documents, details and dates into Nightingale Notes. Upon direction from nurse, submit Prior Authorization details and documents for client visits into electronic system, and transfer client visit units as needed in Nightingale Notes.

Update, maintain, and order adult health information files as directed by Adult Health Supervisor. Assemble folders and charts used by Adult Health nursing staff to educate clients on a regular basis.

Copies, addresses, and mails Public Health Nurse’s notes, physician orders, Plan of Care, and related information to the appropriate agencies and individuals. Run monthly Plan of Care reports to notify staff of timelines of documents.

Assists with Home Health Aide (HHA) patient records, meeting notices and minutes and various correspondence. Maintains an adequate supply of HHA forms. When directed, contacts clients regarding schedule changes of HHA’s. Assists as directed by the Adult Health Supervisor.

Remain current on constantly changing home health guidelines and procedures, including regulatory paperwork changes and annual required trainings, etc. through training seminars and manuals.

Office Administrative Assistant:

Has general knowledge about each program provided and utilized in the Public Health office: new baby referrals, WIC (Women, Infants, and Children), C&TC (Child and Teen Checkup), Follow Along Program, Family Home Visiting, high risk pregnancy, Supporting Hands Nurse Family Partnership, home care, case management, school health, immunization, emergency preparedness, Statewide Health Improvement Partnership (SHIP), Environmental Health, and other programs as they are implemented.

Back up to Administrative Assistant – Family Health, and other duties as assigned by Supervisor.

Answers various inquiries by telephone, greet the public entering the office, take telephone messages, and furnish general information to the public. Directs customers to appropriate program personnel.

Maintains a courteous, effective working relationship with fellow employees, the general public, and other departments within the County. Interprets Public Health Services programs, and exercises good judgment in answering questions in the absence of appropriate personnel.

Performs general functions in the ongoing work of the office, performing all tasks with a minimum of supervision. Originate correspondence, prepares reports and statistical data from rough draft, and creates forms as needed by staff. Operates all office equipment.

In collaboration with Public Health’s Administrative Assistant (Family Health) and representatives from Renville County Human Services, review and update the Renville County Resource Guide at least twice each year. Submit the updated document to Renville County’s Administrative Assistant for posting on the website, to Public Health staff for awareness of updates, and to update client education folders within the Public Health office.

Has knowledge of various computer programs used in the agency. Assists the nurses when questions or problems arrive. Queries and runs reports from Nightingale Notes when requested. Scan documents into ApplicationXtender (record software) when applicable, and query and run reports when requested.

Assumes roles and duties for public health emergency response. Is assigned National Incident Management System (NIMS) roles and duties.

Composes, compiles, proofs and prints, and sends out correspondence and community wellness program materials to organizations and general public regarding community screenings, immunization clinics, educational seminars, WIC announcements, etc. via social media, newspapers, cable TV, radio stations, designated email contacts, and/or mail, as directed by public health staff.

Assists in managing website for Renville County Public Health, updating pages as necessary with pertinent data and completing website link checks monthly to assure they are functioning.

Provides secretarial support to the Kandiyohi-Renville Community Health Board, and other committees as indicated by staff. Assists in arrangements for regular department meetings; preparing legal notices; meeting agenda and minutes; and proper distribution. Inputs information and documents to MinuteTraq (meeting software) for county board meetings as directed by staff presenting to county board meetings.

Purchases medical forms and office supplies as indicated by the needs of staff. Orders medical supplies as indicated by the nursing staff or as needed. Accepts, prices, and stores all supplies upon receipt. Maintains an adequate supply of commonly used items, properly discarding any items that become outdated.
Opens, date stamps, sorts, and distributes all Public Health mail. Determines incoming priority mail and seeks assistance in the action to be taken in the absence of the Public Health Director. Delivers all outgoing mail to the Government Services Center or post office and adds proper postal requirements.

Creates Purchase Orders as delegated by Director, per Renville County’s purchasing guidelines.

Provides administrative assistant support to Registered Sanitarian: Records pertinent information for the Food, Pools, and Lodging Services (FPL) program including regular establishment licenses and special event licenses. Provides clerical support to the Registered Sanitarian with records; proofs and sends information to Renville County establishments; and assists with Food Manager class information and registration.

Maintain a listing of establishments within Renville County who are licensed for tobacco sales. Collect and provide information and related records as required by Minnesota Department of Revenue. Notify establishments of licensure requirements, collect the annual tobacco license fee, process legal documents, and distribute the licenses after signatures are obtained. Also assist as needed with tobacco compliance procedures and follow up after the compliance checks are completed.

Keep and routinely update roster of applicable Public Health staff and Probation staff for participation in random time studies for PACT for Families Collaborative, which allows state funds to be used at the local level. Educate new staff on PACT for Families Collaborative program. Collect, record and send information to DHS regarding random time studies as need arises.

Assist in response to Health Alert Network messages, forwarding them to pertinent health care providers including clinics, hospitals, nursing homes, etc. as they occur. Assist with follow up to ensure the messages are acknowledged by intended recipients and maintain the database for community contacts.

Receive vaccine when shipments arrive, record necessary data regarding the shipment, and store vaccine as directed in freezer or refrigerator. Prepare, print, and assist to disseminate documents and forms needed for upcoming vaccination clinics. Procure vaccine clinic supplies as needed and refill vaccination totes when needed. During vaccination clinics, handles completed client vaccination forms and scans forms into documentation software. Assists in checking for insurance eligibility as needed.

Assists public health staff with room and motor pool scheduling and travel arrangements for lodging and conference attendance.

QUALIFICATOIN REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:
Minimum of one-year certificate or a degree from a college or technical school with finance or medical-related field preferred.
Minimum of one year of previous related experience and/or training.

Certificates, Licenses, Registrations:
Valid driver’s license is required.Top candidates will be invited for an interview held via technology on May 30th, 2024.

For those selected, second round interviews will be held on June 6th, 2024 at the Government Center in Olivia, MN.

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Administrative Assistant, Adult Health

Job Posting for Administrative Assistant, Adult Health at Renville County

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