HomeMy WebLinkAboutMINUTES - 08191986 - 1.19 POSITION ADJUSTMENT REQUEST-1—ft. No. 46 q
Date: 7/22/86
Dept. No./ _ Copers
Department Health Services/Finance Budget Unit No. 0540 Org. No. 6553 Agency No. 54
Action Requested: Classify one (1) 40/40 Supervisinct�Clork position, cancel Clerk-Experienced
level P.I. r)osW n #54-138
Proposed Effective Date: 8/20/86
Explain why adjustment i; needed: To strengthen supervisory control of the Reception/Admissions
function and reduce the span of control of existing supervisory staff.
Classification Questionnaire -nttached: Yes Q No []
Estimated cost of adjustment: $ . 394/month
Cost is within department's budget: Yes No [[
If not within budget, use reverse side to explain how costs are to be funded.
Department must initiate necessary appropriation adjustment, web Beadle,plvo
Use additional sheets for further explanations or comments. Department Personnel officer
for Department Head
Personnel Department Recommendation
Date:
Classify one 40/40 Supervising Clerk position, Salary Level XB 1369 (1786-2226) ;
cancel Clerk-Experienced Level P. I. position #54-138, Salary Level C5 1081 (1339-1628) .
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: day following Board action.
Date orDirector o e sonnel
County Administrator Recommendation
Date: 3`
Approve Recommendation of Director of Personnel
Disapprove Recommendation of Director of Personnel
Other:
for County Administrator
Board of Supervisors Action A U1 9 X986 Phil Batchelor, Clerk of the Board of
Adjustment APPROVED/ on Supervisors and County Administrator
Date
AIM 1986 By:
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M 5
t10
CLERICAL DEEP CLASS
CLASSIFICATION QUESTIONNAIRE
NAME DEPARTMENT DIVISION WORK UNIT
Supervising Clerk Admissions 2500 Alhambra Ave , Martinez
Job Classification Work Location & Address
Percent Of Description of Work:
Time Required
GOAL
The Emergency Room and Specialty Clinic Registration areas are currently-
supervised by one Supervising Clerk for 23 "B/C" level clerks.
By upgrading this position to a supervising clerk, 10 employees will report
to the existing supervisor. The new supervisor will be responsible for 13
B/C clerks and one D level clerk assigned to another work site. The
existing supervisor will have days and p.m. E.R. Registration and Admissions
report to her. The new position will have E.R. Registration nights, Out-
patient Specialty Registration, floats and Family Practice lead worker
report to her.
FUNCTION:
Responsible for outpatient registrations; work with inpatient supervisor
to coordinate computer input between outpatient and inpatient admissions.
Acquire sufficient knowledge of inpatient procedures to fill in for inpa-
tient supervisor illnes/vacation/days off.
WORK HOURS:
Schedule will be 7:00 a.m. - 3:30 p.m. Sunday through Thursday. This will.
extend supervisory coverage to 7 days/80 hours a week. Present supervisory
coverage is 5 days/40 hours week. Trade can be made for occasional full
week-end off.
15% BANK DEPOSIT:
Payments received during the previous day's business are prepared for depo-
sit to be picked up by Loomis. The cash drawer must be replenished with
small bills and coins. Due to the intake of currency in large denominations
during the day this change process often occurs two or more times each day.
Duplicate deposit slips from the bank must be attached to appropriate depo-
sit permits and cash receipts, and forwarded to the Auditor's Office for
credit to payor's account.
4% SCHEDULING:
Everyday clerical coverage for Emergency Room Registration (night shift),
Specialty Clinic Registration, vacation relief for Richmond Health Clinic,
Pittsburg Health Clinic and Brentwood Health Clinic must be scheduled.
Scheduling includes work areas, work stations, lunch breaks and daily
assignment of personnel . Unscheduled sick leave and emergency time off in
all these areas makes scheduling an on-going process. Coverage is also pro-
vided for the Mental Health Clinic Registration areas, when possible. This
sometimes necessitates the changing of a clerk's regularly scheduled work
days or hours. Deviation from that for which the clerk was originally hired
requires consent from the clerk and often entails telephone calls and/or
memos. Awareness of needs of all areas is critical .
20% REVIEWING WORK:
Registration clerks produce admissions face sheets. These are to be
reviewed for accuracy of financial information and quality of input. The
CLASSIFICATION QUESTIONNAIRE (CONTINUED)
Percent Of Description of Work:
Time Required
registration process bears a direct relation to the billing process.
Correction must be made within 10 days of entry. This position will be
responsible for the review of facesheets and provide feedback and directions
to their clerical staff.
30% PROCEDURES:
Changes in state, federal and private insurance billing requirements force
constant updating of written procedures. Special programs, i.e. Planned
Parenthood, Solano County OB Clinic, OB Package, etc. , require separate pro-
cedures. Training, on-line reinforcement and follow-up on all procedures is
necessary.
Program Changes:
Bulletins must be read throughly for information relating to changes,
additions or deletions of requirements pertaining to billing information.
Clerical staff must be made aware of: 'New aid categories, and what
group(s) they apply to, •Limited service codes (drugs, physician visits,
pregnancy), 'Other coverage codes. The clerk must know what these codes
refer to and where they are located on the Medi-Cal card and label .
Training:
New employees must be trained to a level of acceptable responsibility.
Patient Registration gives support to other areas: Medical Records,
Medical Staff, Patient Accounting. Therefore, training requires some know-
ledge of the workings of these departments. The impact of input on revenue
and the image as a representative of Health Services requires a high level
of accurancy and professional attitude and appearance.
Registration:
Cover staff duties as needed.
6% COUNSELLING - EVALUATION:
Employees are counseled and evaluated based on periodic review of sick leave
usage, work performance and attitude toward work, patients, visitors and co-
workers. Annual evaluations and probationary to permanent status are based
on on-going documentation. It is necessary to understand the MOU of CUE and
be able to take disciplinary action within the guidelines set for County
1% Policy.
TIMESHEETS:
It is necessary to review time sheet for accuracy and completness prior to
signing and sending them to Payroll . Registration clerks work in areas
receiving different benefits (hazard pay and shift differential ) and sometime
may be charged to other cost centers. All time off must have written
authorization. If an employee .has been required to present a Doctor's excuse
for sick leave usage, this must be attached to the Supervisor's copy of the
time sheet.
12% RESEARCH:
Time must be spent solving problems pertaining to computer rejection of
billing information, by working with Data Entry and Patient Accounting.
12% MEETINGS:
Monthly meetings of Supervising and D-level clerks from Martinez, Richmond
Health Clinic, Pittsburg Health Clinic, Brentwood Health Clinic, Concord
Health Clinic, 2 hours. Rotate responsibility for taking minutes.
Monthly meeting with Financial Counselors, 3 hours.
Daily meeting with Inpatient Supervising Clerk, 8 hours/mo.
Miscellaneous as needed, 7 hours.
(7)DEEP-DFT