Medical Services Admin Supervisor

This position manages a small team of health records support employees. Manages inmate appointments and various administrative tasks within the Medical Services Branch. This position requires knowledge of health care office and health care record management processes and procedures in a dynamic, high-energy environment. Must have the ability to provides oversight and management of up to 5 health records support employees. Schedules and coordinates up to 1,400 patient-inmates' health care appointments internally (on-site) as well as community-based simultaneously ensuring safety and security by effectively communicating and collaborating with sworn and civilian agency personnel. Ensures appropriate health care documentation, to include insurance and continuity of care forms, are initiated, provided, and completed for all external health care appointments. Develops, revises and maintains multiple data bases and spreadsheets in order to effectively track and ensure compliance with health care specific quality measures, community and court-ordered health record requests, health care business associates contractual agreements/memorandums of understanding, practitioners' required licenses, certifications & continuing education credits, medical and administrative supply inventory, and more than 100 health care standards from multiple accrediting agencies (e.g., NCCHC, ACA & DOC). Manages the health service administrator's calendar, compose memorandums and health care meeting minutes, gather, and organize monthly health care statistics and perform other support functions as needed. Must be able to organize, prioritize, & multi-task while maintaining a calm professional demeanor when in a high-stressed, fast-paced work environment. Note: The assigned functional areas for this position include general administration, office management, medical records management, and/or customer service.

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position .)

General Financial Duties Reviews and approves disbursement forms; Recommends changes to agency/work unit administrative policies, procedures and methods; Uses existing spreadsheets and databases to interpret and organize resource information; Provides customized reports to analysts or others in the unit.

Fiscal Administration Approves and authorizes accounts through corporate system; Monitors external accounts and resolves discrepancies; Reviews and reconciles status reports.

Accounting Supervises staff performing clerical accounting duties at the Asst. II and III levels; Resolves problems by performing qualitative review of individual cases; Enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable;

Performs petty cash custodial duties; Audits clerical accounting procedures in other agencies.

Purchasing Researches and recommends equipment/vendors and prices; Determines substitutes for supplies and low value equipment; Verifies the accuracy of and updates the department equipment and/or fixed asset inventory; Authorizes requests for goods and services in corporate system; Monitors contract compliance (e.g., expirations, payment terms, costs); May act as procurement card manager.

Scheduling & Coordinating for others Manages supervisor's calendar which may require negotiating time and place; Researches and negotiates with hotels, etc. for best logistical arrangements for rooms; Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties; Independently makes and cancels meetings depending on the subject and attendees; Determines what confidential information can be disseminated and to whom; Arranges for special room or equipment needs and/or multiple locations & individuals; Coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel, and visitors; Participates in the planning and coordination of national and international meetings (e.g., reserves sites, meeting logistics, publicity.

Communication Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature; Coordinates data collection and provides information to others including executive/work unit head; Explains policies of the functional area (e.g., purchasing, travel, and leave).

Office Management Performs/supervises several administrative functions (e.g., records management, reception); Manages a small work unit; Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed); Notifies relevant individuals of work progress and inquires as to its status.

General Administrative Develops filing systems (paper and/or electronic); Develops internal mailing processes and procedures; Prepares non-routine responses to correspondence; May supervise general administrative functions.

Receptionist/Public Contact Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures; Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

Word Processing/Typing Develops macros; Serves as unit expert or lead over other clerical/administrative positions.

Information Systems/Software Develops macros; Creates and maintains databases; Generates unique reports; Creates complex spreadsheets for work unit; Diagnoses and resolves simple software/hardware problems; Maintains Web pages; Designs and lays out publications using specialized software packages; May supervise.

Reports Prepares routine reports and statistics based on information compiled from various sources; Determines report format and elements.

Payroll Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA). Researches payroll issues (e.g., overtime, leave hours). Interprets policies & procedures.

Personnel Initiates the full range of processing for complex personnel actions; Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance; Counsels employees on basic benefit questions; Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions; Updates s using information obtained from employee, supervisor, evaluations and samples; Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR); Completes job recruitment packages including drafting advertisement language for non-professional job announcements; Serves as liaison between supervisor/manager and HR regarding routine personnel actions; Advises supervisor and provides information regarding HR policies and procedures. Prepares diversity report.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.) Knowledge and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides; Position may require knowledge of basic principles and methods of a technical or professional field. Math Skills Basic math skills. Word Processing/Typing Intermediate skills in use of applicable Microsoft Office Word. PC Skills Intermediate skills in the use of applicable Microsoft Office Suite software; Intermediate skills in the use of agency specific software applications. Communication Ability to communicate well through written and oral means. Information Abilities Ability to gather, integrate, and analyze simple data. Interpersonal Abilities Ability to establish and maintain effective working relationships with both external and internal contacts. Purchasing and Accounting Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions. Personnel and Payroll Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.). Executive Assistance Ability to maintain confidentiality and be sensitive to political issues.

MINIMUM QUALIFICTIONS: Any combination of education, experience and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area(s).

• Previous healthcare office experience
• Office management supervisory experience
• Records management experience
• purchasing and inventory experience