Processing Assistant IV

POSITION SUMMARY

The Processing Assistant IV performs complex administrative, registration, eligibility determination, billing, records management, and customer service functions in support of Health Department clinical programs. This position serves as a primary point of contact for patients and the public, conducting financial interviews, determining eligibility for services and programs, maintaining patient records, scheduling appointments, collecting fees, and ensuring compliance with federal, state, and local policies, procedures, and regulations. The employee exercises independent judgment in processing information, verifying documentation, interpreting policies, identifying and resolving discrepancies, and determining appropriate actions within established guidelines. The position requires extensive interaction with patients, clinic staff, community partners, and the general public while maintaining confidentiality and professionalism.

DUTIES AND RESPONSIBILITIES

Registration, Eligibility Determination, and Billing for all in-house and mobile/community outreach clinical services:(60%)

• Conduct financial interviews with patients and guardians to collect demographic, household composition, income, insurance, and other eligibility-related information required for clinical services.
• Obtain sensitive and confidential information including household income, family size, marital status, education status, and other required financial data while maintaining patient dignity and confidentiality.
• Review and verify information provided by patients to determine eligibility for services and applicable fee schedules in accordance with Health Department billing policies and procedures.
• Calculate household income and determine patient responsibility using established billing guidelines and State Sliding Fee Scale requirements.
• Inform patients and guardians of fees associated with services and collect payments as appropriate.
• Establish patient accounts, issue receipts, and maintain accurate financial records.
• Verify private insurance, Medicaid, Medicare, and other third-party coverage information.
• Obtain and maintain copies of insurance documentation and ensure proper inclusion in patient records and billing documentation.
• Process registration and eligibility documentation accurately and timely to support clinical operations and reimbursement activities.
• Conduct Presumptive Medicaid Eligibility screenings for prenatal patients in accordance with applicable guidelines.
• Maintain current knowledge of billing regulations, eligibility requirements, insurance programs, and departmental policies.
• Review information for completeness, accuracy, compliance, and appropriate disposition.

Appointment Scheduling and Patient Services for all in-house and mobile/community outreach clinical services: (10%)

• Assist with scheduling appointments all clinical services
• Follow clinic-specific scheduling protocols, provider availability requirements, and program guidelines.
• Assist with answering incoming telephone calls and assist patients with scheduling, rescheduling, cancellations, and clinic-related inquiries.
• Route calls appropriately and relay messages to program staff as needed.
• Provide information regarding Health Department programs, services, clinic operations, and eligibility requirements.
• Direct patients and members of the public to appropriate county agencies, community resources, and partner organizations.

Medical Records and Clinic Support for all in-house and mobile/community outreach clinical services: (10%)

• Prepare and organize patient charts and electronic records for clinic appointments.
• Ensure all required forms, documentation, and visit-specific materials are available and accurate prior to patient visits.
• Maintain, update, and retrieve patient information through Electronic Medical Records (EMR), NCIR, and other authorized systems.
• Update demographic information including address, telephone number, insurance information, and other patient data.
• Maintain accurate filing systems and patient records in compliance with confidentiality and retention requirements and health department policy.
• Research, correct, and resolve record discrepancies as needed.

Customer Service and Public Contact (10%)

• Serve as one of the primary customer service representative for clinic patients and the general public.
• Respond to inquiries concerning Health Department services, procedures, policies, and eligibility requirements.
• Explain program requirements and registration procedures using established guidelines and policies.
• Exercise tact, discretion, and professionalism when dealing with sensitive situations or confidential information.
• Assist individuals in accessing services through the Health Department and other agencies.
• Maintain working knowledge of county departments and community resources to facilitate appropriate referrals.

Administrative and Program Support (10%)

• Operate standard office equipment and utilize various software applications and databases.
• Monitor records and documentation for compliance with applicable policies and regulations.
• Identify and resolve routine problems and refer complex issues to supervisory staff when necessary.
• Maintain regular communication with clinical and administrative staff regarding clinic schedules, patient records, and operational needs.
• Assist with other team assignments, including but not limited to, daily deposit, medical record request, clinical quality measures tracking, debt set-off, and scanning.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

Graduation from high school and demonstrated possession of knowledges, skills and abilities gained through at least two years of office assistant/secretarial experience; or an equivalent combination of training and experience.

SUPPLEMENTAL INFORMATION

Physical Effort:Work is performed primarily in an office and clinic setting and involves a combination of sitting, standing, walking, and frequent interaction with patients and staff. Duties require extensive computer use, repetitive data entry, telephone communication, and handling of patient records and billing documents. The employee must be able to maintain concentration and accuracy while managing multiple tasks, frequent interruptions, and a high volume of public contact. Occasional bending, reaching, and lifting of files, records, and office materials weighing up to 20 pounds may be required.

Work Environment and Conditions: Work is performed primarily in an office and clinical setting with extensive contact with patients, staff, healthcare providers, and the public. The environment is often fast- paced and involves frequent interruptions, multiple priorities, and recurring deadlines associated with daily clinic operations. The position requires use of computers, electronic medical records systems, and standard office equipment, while handling confidential patient information. Occasional travel may be required for training, meetings, and assignments at satellite offices or other county locations.

Benefits

Harnett County takes pride in offering an excellent benefit package including health, dental, vision and life insurance, membership in the North Carolina Local Government retirement, free health clinic for employees and anyone in their household and other benefits. To see more information about the benefits offered by Harnett County, click here.