General Description

responsibilites

1. Administrative Assistance:  Performs a variety of administrative assistance duties. 

• Communicates via email to higher Administrative leadership on duties listed for the purpose of updating                                                                       and reporting.  
• Initiates contact with other departments, regarding various department communication. 
• Oversees the courier services currently provided to ensure mail and other material/documents reach appropriate departments.   
• Establishes necessary files for providing organization and structure. 
• Enters client data into the appropriate database; maintains accurate files, and organizes data.
•  Expedites the filing/referrals and loose sheets into the medical charts/records.

2. Office Management: Coordinates scheduling of clients, meetings, programming and other events to facilitate the process of patient care.

• Participates in staffing and facilitates quality of patient care throughout the process from intake to discharge by monitoring the flow of paperwork and scheduling.  
• Safeguards confidentiality of the medical charts/records and complies with all local, state, and federal laws pertaining to medical records.   
• Assists with activities during office hours and occasionally after normal working hours.   
• Assists with the research and writing of articles, flyers, newsletters and tribal newspaper.
• Inventories and reorders supplies, as needed.  
• Maintains files for catalogues and other supply sources. 
• Extract information from the database for reporting; assists with completion of reports, which include monthly and annual reports, and invoicing.  
• Performs other duties as assigned.
• Assist with grant data collection and submission.
• Training – provide training for youth, family, community, tribal staff, police, and schools for prevention such as ASIST, tool kits, and educational materials.
• Coordinate and educate employees and public in CPR training.
• Maintain statistical data of clients served, services provided, success rates, and follow up data.

Education Requirements and qualifications

• Associates degree or equivalent with 2-4 years of experience in medical records and/or medical data entry.
• Desires: BA in related field, Health Information Administration.
• Three years in a fast paced medical office setting is desirable.
• Certification in medical terminology and coding preferred.

• Knowledge of automated and electronic health record system.
• Excellent typing and computer skills.
• Must be proficient in Microsoft Office suite, specifically advanced proficiency in Excel.
• Must have ability to prepare written documentation that clearly supports award decisions.
• Must be able to work closely and relate well with fellow employees and Absentee Shawnee Tribal members.
• Must be able to professionally relate and communicate effectively and efficiently with the public and professional providers.
• Must be proficient in the use of business office equipment.
• Must be able to organize and prioritize many tasks effectively.
• Must be able to lift up to fifty (50) lbs in order to effectively utilize various equipment.
• Must be able to bend, lift and stoop to do various tasks.
• Must have a valid Oklahoma Driver License.
• Must be able to pass a background check.
• Must be able to pass a drug screen.