Clinic Office Specialist

Damien Cares Clinic Team

INDEED APPLICANTS: Please apply directly thru our website and not thru INDEED Mobile

www.damien.org/jobopportunities

Damien Center empowers communities and persons affected by HIV/AIDS in the state of Indiana by being a leading resource, provider, and advocate for comprehensive HIV/AIDS care, prevention, education, and related services. Damien Center, Damien Cares and Damien Pharmacy provide client-centered social services focused on care coordination, clinical and pharmacy services, mental health, housing, and nutrition to the Indianapolis community.

Protecting our team members, clients, volunteers, and community partners is an integral part of how we ensure our continued work with the clients we serve. As a condition of employment, Damien Center requires all new hires to be vaccinated against Covid 19 in compliance with the CDC vaccination guidelines including all boosters. All current Damien Center team members are fully vaccinated against Covid 19 and up to date with all boosters effective November 30, 2022.

Also, as a condition of employment, Damien Center requires all team members to be vaccinated against influenza and receive a tuberculosis skin test (or chest x-ray) annually, barring an approved exemption. Damien Center offers onsite vaccinations for all these vaccines on a regular basis including an optional Hepatitis B vaccination.

Position Summary:

The Clinic Office Specialist ensures submission and maintenance of accurate, timely, complete and reliable data transcription from the EMR database into the CareWare database. Under the supervision of the Clinic Manager, this position will assist in data management, reporting, and medical records. The Clinic Office Specialist is responsible for administrative task such as answering phones, greeting patient and visitors, and scheduling appointments in a professional and timely manner. This position must be proficient at multi-tasking, customer service, and detail orientated.

Duties and Responsibilities:

This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities, and skills.

• Transcribe patient health information, progress notes and lab work from EMR to CareWare
• Protect patient confidentiality by following all HIPAA standards and not leaving PHI in plain sight or leaving computers unattended when leaving the department
• Provide administrative support to clinic coordinator (receptionist)
• Respond to voicemails in a timely and accurate manner
• File documentation for mental health, clinic care coordinators and medical case managers as needed
• Run daily reports as directed
• Responsible for medical records including disability information, faxing to outside offices, and scanning received records
• Assist providers, ICCMs, and clinical staff with filing or other items as needed
• Enter labs into CareWare
• Work on no-show, no-call patients and calls, while connecting with client navigation services if needed
• Enter documents and consents into EMR as needed
• Attend all meetings as directed
• Complete tasks as assigned by Clinic director/clinic manager
• Welcome and greet all patients and visitors, in person or over the phone
• Answer the phone while maintaining a polite, professional phone manner
• Assist with intake phone calls into the Damien Cares Clinic
• Maintain a clean and organized lobby area
• Register new patients and update patient information, including personal and insurance information, as needed in the electronic medical record (EMR)
• Facilitate patient flow by notifying the provider when patients arrive, being aware of delays and communicating with patients and clinical staff
• Responds to patients, prospective patients and visitor inquiries in a courteous manner
• Responsible for assisting providers in obtaining medical records from other hospitals or physician offices
• Work closely with clinical staff to insure patient has appropriate appointments scheduled, including follow-up appointments and any required testing
• Collect co-payments, pre-payments, and account balances
• Process and post payments in an efficient manner
• Insure patients fill out appropriate paperwork and log in EMR as needed
• Update all demographic information, consents, emergency contact as needed

Education and/or Experience

Work experience may substitute for education requirements on a case-by-case basis.

Knowledge, Skills, and Abilities:

Possess superior organizational and administrative skills. Excellent interpersonal and communication abilities. Excellent computer skills in a Microsoft Windows environment. Ability to work independently and achieve high standards of productivity, achieving deadlines and with superior product results. Strong calendaring, organizational, and document management skills required. Proactive approach to solving problems and communicating to leadership. Knowledge of office management systems, procedures, and office equipment required. Excellent time management skills and ability to prioritize work.

Qualifications

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual in this role must display the highest level of integrity and confidentiality. The individual should have effective communication skills, attention to detail and organization, and flexibility and adaptability. The individual will also maintain knowledge of trends in their area of responsibility.

Physical Demands:

The physical demands described here are general representations of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, talk, and hear. The employee frequently is required to use hands to touch and handle objects. The employee frequently stands or walks.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Office setting, with sustained use of a computer.
• The noise level in the work environment is minimal to moderate.
• Maintains personal/professional competency and works to create an environment of courtesy, respect, enthusiasm, and a positive attitude in all interactions both internal and external to the organization.

• 
  FLSA Status: Non-exempt, Hourly, Full-Time,
• Benefits: Complete Benefits Package Available
• Leader: Patient Access Senior Manager

Damien Center is an Equal Opportunity Employer

Please apply at www.damien.org/job-opportunities

This position description does not constitute a contract of employment or guarantee of any terms or conditions of employment. Damien Center employees are employed on an at-will basis. Nothing in this position description restricts Damien Center's right to assign or reassign duties and responsibilities to this position at any time.