Title: Office Service Specialist (Clinic)

State Role Title: Office Clerks, General

Hiring Range: $37,000 - $43,500

Pay Band: 2

Agency: Virginia Department of Health

Location: NORFOLK HQ

Agency Website: https://www.vdh.virginia.gov/norfolk/

Recruitment Type: General Public - G

The mission of the Norfolk Department of Public Health (NDPH) is to protect health and promote the wellbeing of all people in Norfolk. We aim to be a flagship health district, bold and catalytic, leveraging community strengths, and regional synergies to measurably improve the health outcomes of the people we serve. The Office Services Specialist-Clinic (OSS) plays a key role in advancing this mission by ensuring that clients and patients in our clinics are welcomed and serviced with the upmost care. Patient satisfaction is essential to ensuring smooth daily operations and delivering reliable clinical care.

Job Duties

Norfolk Health District is seeking (Clinic) Office Services Specialists to support clinical services.

Responsibilities include but not limited to:

• Greet and assist patients with check-in and check-out procedures.
  
• Answer phone calls, schedule appointments, and manage calendars
  
• Interviewing patients to determine their eligibility for services.
  
• Ensure that patients fill out and sign all necessary forms and ask pertinent questions.
  
• Verify patients’ medical histories and insurance details.
  
• Enter patient's information into electronic health record systems and other computerized databases, update patient information, create accounts, and send out appointment reminders, etc.
  
• Settling payments and refer patients to resources for financial counseling and assistance if needed.

Additionally, selected candidates will maintain accurate patient records and handle confidential information with care; along with coordinating communications between patients, providers, and other departments. This position will also provide coverage in support of our clinic-sponsored community health activities (e.g., flu-shot clinics, STI evening clinic, back to school clinic, etc.).

The mission of the Norfolk Department of Public Health (NDPH) is to protect health and promote the wellbeing of all people in Norfolk. We aim to be a flagship health district, bold and catalytic, leveraging community strengths and regional synergies to measurably improve the health outcomes of the people we serve. The Office Services Specialists-Clinic (OSS) plays a key role in advancing this mission by ensuring that clients and patients in our clinics are welcomed and serviced with the upmost care. Patient satisfaction is essential to ensuring smooth daily operations and delivering reliable clinical care.

Minimum Qualifications

• General knowledge of office principles and practices.
  
• Working knowledge of word processing and spreadsheet software applications.
  
• Ability to interpret and follow established procedures and guidelines.
  
• Ability to communicate effectively.
  
• Considerable skill in the operation of standard office equipment.
  

Additional Considerations

• Experience in office setting specific to program area.
  
• Patient Registration experience.
  
• Experience in patient confidentially (HIPAA).
  
• Bilingual in English/Spanish.
  

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service’s Child Abuse and Neglect Central Registry check, U.S. HHSIG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions.

VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history which indicates your qualifications for this position.

It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: www.vdh.virginia.gov.

If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.

As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!

Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Contact Information

Name: Ciara Everett

Phone: 757-683-2700

Email: ciara.everett@vdh.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.