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HomeMy WebLinkAboutMINUTES - 09101991 - 1.8 (2) POSITION ADJUSTMENT REQUMT •- ;a t a 1.081 Date: —a� Dept. No./ COPERS Department HEALTH SVCS/ .MNTL HLTH Bud&- t it,-No,. .- 04,67`Qrg. No. 5991 Agency No'. Action Requested: Reclassify"Clerk_ Senior' Leve Lead specialist position 54-0141 .and incumbent'M. Anderson to Clerical SUMAK2S I?m � Proposed Effective Date: Explain why adjustment is meeded: To properly classify incumbent to reflect duties . performed. Classification Questionnaire attached: Yes XX No Cost is within department's budget: 'Yes XX No Total One-Time Costs (non-salary) associated with this request: - Estimated Total cost of adjustment (salary/benefits/one-time): Total Annual. Cost $ 1 ,776.00 Net County Cost ,$ -0- Total This FY $ 1,036.00 N.C.C. This FY $ -0- Source of Funding to Offset -Adjustment: mone . is within approved de artme get: Department must initiate necessary appropriation adjustment and submit to.CAO. Use additional sheets for further t explanations .or comments. .(for) Depa ent ead Reviewed by CAO and Released To Personnel Department Deputy County Administrator Date Personnel Department•Recommendation Reclassify C1erk..Sehfor Level Lead Specitali-st position 0141 , Salary Level Xc 1543 ($2025-2583) and lncurnbent .to Clerical Supervisor, Salary Level X8 1634 :($2216-.2829). Amend Resolution 71/17 establishing positions and resolutions allocating classes -to the Basic/Exempt Salary Schedule, as described above. Effective: FIday. following Board action. © - Date Dir to ofs nil County Administrator, ,Recommandation ~ Date: Approve Recommendation-of `Director-of Personnel Disapprove Recommendation of Director of -Personnel Other: (.foil) -County istrato Board of.Supervisors Action Phil Batchelor, "Clerk of ahe Board of k Adjustment-APPROVID/DFS on SEP 1 1991 Supervisors and .Countyr-.Administrator Date SEP 10 1991 :By: APPROVAL -OF.,THIS.,ADJUSTMENT--CONSTITUTES. A PERSONNEL/SALARY;,RESOLUTION'-,AMENDMENT -P3001:(M347)- 7/89 -(Rev..) ,x A CONTR4 COSTA COUNTY C L A S S 1 F I C A 1 1 0 N ^v 11 E S T 1 0 N N A I R F II A IA 1. L L I Z7.i I'J: so is Central County Community Marilyn Anderson Health Services Mental Health Center _ -.(Adult Services/Children'sA Service OFFICI-, JLitl CLA'SifICAI-O f1 WVHnilot, j12U ,.;ILL 025 Port Chicago Hi way CLERK, LEAD SPECIALIST, D-5 to: Concord, CA 0 520 T11nt 11••nulttA 1.. 1111.11.,11 ul Wn/.: _ ' Plan, train, assign and coordinate the work of a group of predominantly Senior Level Clerks who perform work which requires specialized knowledge and skills. Provide instruction and supervision on proper clinic procedures, information given and received from clients and public, as well as computer input/output, correctly filling out a variety of County and Clinic forms and proper handling of Medical Records. Determine that clerical staff understand the reasons for same. Explain, implement and supervise procedures initiated at Division and Department levels (e.g. , computer input properly employed by clerical staff, understanding use of on-going or new information on computer, changes in procedures, meanings and uses of financial codes, form control, office procedures, etc.) . Problem solve and gather information by attending regular meetings with �r �; ler '-rT Vit• meetings, Patient eseunt443,—, Clinical Program Supervisor,. and Clinic staff meetings. Disseminate information concerning new or changing procedures effecting their work to clerical staff. Train, assign and periodically review their work. Provide a 1 n c u r information and 50% training to CCCMHC, £> Se� si �`re-aLmerlt Center clerical staff. . Evaluate and develop on-going; clerical methods in order to perform and assign needed internal procedures for smooth and efficient work flow within the Clinic such as proper preparation of charts for each day's appointments, the input of diagnostic codes from billing forms and proper recording of data, passage f s Sjor Utilization and Review for statis- tical {updates.' Collectiof /Doyle payments and recording of same. Monitor and supervise information given to general public and clients as to correctness and appropriateness. Able to answer a variety of technical as well as conventional questions pertaining to the workings of the clerical office and the Clinic, directly and on the phone from clients, staff, Merrithew Hospital personnel, other agencies, public at large (e.g. , fees for services, Short/Doyle determinations and renewals, pharmacies and laboratories for client's use determined by their source of payment, in- take procedures, etc.) Maintain g w g relationships between clerical staff and Divi onns�p�rso 1, P.H.Ss af •, Merrithew Hospital and outlying County Clinics'�, ati�n£� unting, Contract Programs, outside agencies, Clinic staff and public. Instruct, monitor and perform proper preparation of new and existing; Medical Record charts (e.g. , forms properly signed by clients, Short/Doyle forms correctly filled out and 'signed, 'legal and personal correspondence, medical information filed in appropriate place in chart, Utilization and Review forms in place, progress notes completed, signed and co-signed if necessary) . Determine that proper Releases of Info=atioh are in uil der prior to releasing any information about client verbally, dictated or xeroxed. Release and/or obtain proper'information' on clients seen at the Clinic (after securing signature on Release':forn) for former/subsequent therapists, Department of Social Services (Disability), attorneys or other agencies. Meet periodically with psychiatrists of CCCMHC in order to implement changes in their schedules and manner of appointing their patients for psychiatric evaluations, emergency medications, on-going, therapy and/or .regular medication visits, staff consultation times. Organize and m' tain psychiatrists' appointment books. Make appointments for patir Mark off correct blocks of time for each doctor's meetings, othe- on-going therapy appointments, groups, vacations, etc. Ah 75 t Inform new and existing .staff of,therapists of newclerical procedures effecting their work as well as instruct them in the use of4vAere `'; and control card cards so they understand coded information on them. . Instruct as a group and. individually, interns new to the Center each 10% year on the use and correct procedures for billing slips, control cards, fee determination, terminal digit filing' of charts, etc. Prepare and :r distribute to each intern a typed' "brochure" showing all forms used by clerical office that they also will be using, proper completion of same and meanings of certain codes used in the computer printouts clerks have generated, which they will find inside the charts and will be of ,use to them. Update •information yearly conforming 'to current• changes. Pull charts to be closed (recommending those that should be closed be- cause of time lapsed since last visit),.give to appropriate therapist .or psychiatrist for closing summary and discharge form.. Inactivate and - note control cards with date. closed,, input.information to computer, .U.R. ,.move active. control card and chart to inactive status files._: Input information to computer such as registration of new clients from information received from them. Make changes as necessary for on-going patients on proper screens a they m ve e fi���cia ��sst,,�tu. s 0W marital status, name, etc. "'Iro'm° "1`1`ing orilf'ios/ computer after each visit.to generate bill. Determine that each prescription and/or lab slip has the proper codes and Health Plan stamp as necessary. Monitor active Medical Record charts for Progress Notes completed, proper signatures, forms/correspondence/lab slips .filed in proper chart order and terminal digit correctness. Inform therapist of any incomplete information. Maintain Intake Appointment and Intake Log books to be used by Intake Committee for assigning therapists or Case Managers for new patients—Screen Intake appointments over phone from clients, outside agencies, Merrithew Hospital and staff Monitor daily logs of patients seen in each cost center (Adult Services and Children's Services) - time of appointment, therapist or physician seen, source of payment (i.e. , Short/Doyle, Medi-Cal, Medicare, Health Plan, 40% Private Insurance, or a combination of any of these) and the type of appoint- ment (Individual, Group, Assessment, Crisis, Medication, etc.) Make changes of data in computer and complete forums for Q-Mt-r ";a' ' -it=Dual ,siPYitdl�±t�c•L,Ln^'''o�r� Y..."J RMyu.orrs^.n4- ('�cnf-o'+- ��EN/X PRofi'1�M�✓� Receive Short/Doyle payments. Maintain and monitor Short/Doyle ledgers kept in Medical Record charts and the larger account ledgers kept separately for Adult and Children's Services. Deposit Short/Doyle payments made by clients to bank weekly. Forward Adult/Children's Se vZio eccount ledgers containing- amount paid, baldLnce owing, date paid and number on each to Mental Health Administration on a regular basis. Order forms, medications and other supplies as needed - keeping a file of items and dates ordered and received. Maintain and renew maintenance contracts with water delivery service, answering service, various office machines. Maintain staff time sheet book, assuring they are filled out and sent to Payroll office at proper time. Screen and participate in interviewing and hiring of new clerks. Coordinate clerical coverage (i.e. , in cases of illness, medical appointments, emergencies, special projects, meetings, vacations etc. ) . Prepare the salary reviews and -performance evaluations for clerical staff. 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