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CONFEDERATED SALISH AND KOOTENAI TRIBES
OF THE FLATHEAD NATION
PO BOX 278
PABLO MT 59855
PERSONNEL OFFICE FAX: (406) 675-2711
WEBSITE ADDRESS: csktribes.org
****V A C A N C Y A N N O U N C E M E N T****
TITLE: Out-Patient Clinic Office Manager – 1 or more
LOCATION: Tribal Health Department
WORK SCHEDULE: Monday – Friday 8:00 a.m. to 4:30 p.m.
SALARY: $14.06 to $16.33 per hour
CLOSING DATE: Thursday, February 1, 2018 at 5:30 p.m.
This is not a Testing Designated Position (TDP) within the definition of the CSKT Drug Testing policy. The successful applicant, if not already employed by the Tribes must pass a pre-hire drug test and serve a mandatory six (6) month probationary period.
- Receives office contacts and patients in a courteous and professional manner by walk-in, telephone, electronic mail, and mail.
- Keeps the daily appointment schedule for providers in the clinical setting. The incumbent utilizes office calendar and/or computerized scheduling software.
- Notifies patients when appointments have been re-scheduled or cancelled in coordination with clinical staff.
- Receives information/inquiries through telephone or personal contact for various clinical staff, often being performed in a frequent and fast pace. Screens telephone calls for level of urgency, determining if the call should be forwarded to the physician, mid-level, or nurse immediately, the same day, etc.
- Receives and makes calls to medical providers and facilities for office notes, copies of labs, x-rays, tests, etc. according to HIPPA regulations.
- Confirms patient registration is current and includes copies of pertinent documents.
- Reviews PCC documentation for deficiencies and completeness ensuring readiness for abstracting in Data Entry.
- Completes demographic information on the PCC encounter form. Ensure that files include required documents and that documents are signed as required. Ensure the safekeeping and confidentiality of records as required.
- Sets up medical record files promptly upon patient registration completion, monitoring charts of deceased patients, annotating death dates on charts and deactivates files as appropriate. Sends deactivated file to THHS main office for disposition.
- Maintains completeness and ensures legibility of medical files. Compiles and records medical charts, reports and correspondence. Files are filed in a timely manner to prevent file backlog.
- Maintains appropriate filing systems relating to clinic. Pulls and issues files promptly as requested by medical staff and denotes file location. Monitors file return of records ensuring all files are returned by the close of the workday. Maintains security and confidentiality of files in accordance with laws and regulations.
- Establishes and maintains other filing systems as the need arises.
- Assists in providing information to contracted providers and facilities on “a-need-to-know” basis according to established procedures for maintaining security and confidentiality and exercising extreme discretion in the release of medical information making the decision according to HIPPA regulations.
- Must work as a part of a team of clinical staff to insure the clinic is efficient and protective of the confidentiality of the patients.
- Prepares (types) correspondence for clinic staff as requested.
- Assures that timesheets for the outpatient clinic staff are complete and submits them to the Division Manager in timely fashion. Distributes payroll checks to outpatient clinic staff.
- Assures that all office equipment including: copier, printer, fax, phones are in working order and if not, notifies the proper person to see that it is repaired.
- Orders and maintains stock of supplies and materials for the clinic staff.
- Maintains ledger, receipt book and cash box for lab work paid for by direct patients and for the administration of childhood vaccinations paid by non-beneficiaries under the agreement with the State of Montana.
- Answers general questions from patients and the general public regarding services provided in the facility.
- Performs other duties as assigned.
MINIMUM QUALIFICATIONS (AS REFLECTED ON THE TRIBAL EMPLOYMENT APPLICATION)
- AA degree in a medically related field –or- 5 years of related experience and/or training; or equivalent combination of education and experience.
- Current valid driver’s license.
DESIRABLE QUALIFICATIONS (AS DETERMINED BY THE INTERVIEW):
- Organization skills are imperative.
- Requires promptness and extreme conscientiousness.
- Knowledge of office management practices and procedures.
- Knowledge of Medical Terminology.
- Knowledge and skill in computer applications.
- Basic knowledge of health care principles and practices.
- Skilled in verbal and written communication.
- Ability to prioritize work and manage multiple tasks at the same time.
- Ability to work effectively with other employees, patients, and the general public.
- Ability to communicate with patients in a non-judgmental manner and professional manner.
- Ability to exercise independent judgment and handle adverse or confrontational situations.
- Ability to maintain strict confidentiality of information as required by the position.
- Must possess understanding and appreciation of Tribal cultures in order to work effectively with patients of all ages and their families.
1. Completed Tribal employment application
2. Copy of relevant academic transcript and/or training certificate.
3. Copy of current valid driver’s license.
4. Proof of enrollment from a federally recognized Tribe if other than CSKT.
5. If claiming Veteran’s preference, a copy of DD214 must be submitted.
FAILURE TO SUBMIT ALL OF THE ABOVE INFORMATION WILL RESULT IN IMMEDIATE DISQUALIFICATION DURING THE SCREENING PROCESS
SUBMIT ALL OF THE ABOVE TO: Evelyn Charlo, Personnel Office, PO Box 278, Pablo MT 59855, telephone (406) 675-2700 Ext. 1029.
FOR MORE INFORMATION: Contact Shonda Bolen at THD 745-3525 Ext. 5032