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Personal and Family Health Clerk II

Job Type


Job Summary

An employee of this classification provides clerical support to many different and varied Personal & Family Health programs, including WIC, as well as reception duties for clients at the front desk. This individual must be able to maintain effective working relationships with supervisors and coworkers in all areas of the Health Department.

Essential Job Functions

• Receives clients and their families at a clinic or screening site. Coordinates initial interview, screens for insurance coverage, gathers background information, and assists in the completion of various forms and applications. May triage clients. Processes various applications to verify client information, checking data for accuracy and completeness. Contacts clients to verify and update information and verify appointments. Makes appointments, collects donations, and refers clients to other providers.

• Greets the public in person as well as by telephone. Answers questions regarding departmental procedures and requirements, program requirements, scheduling information, and other activities. Takes messages and schedules appointments for staff and schedules clients for testing, for programs, or clinics. Assists clients in filling out forms and reviews documents for proper completion. May serve as receptionist and greet the public in person as well as by telephone.

• Monitors client folders assuring that proper documents are completed to ensure appropriate client billing of account. Adjusts and records all related documents, orders, costs for services rendered, and related fees as needed.

• Assists in the maintenance of departmental filing systems by ensuring proper filing of documents and folders. Retrieves materials from system and conducts searches for necessary documentation.

• Operates computer terminal for entry of data such as service activity data, billing information, supplies used, immunization records, case notes, payments, vouchers, client information, changes and deletions of demographic information, and other data.

• Prepares, sorts, processes and files a variety of forms, applications, documents and records in accordance with departmental procedures and program guidelines.

• May perform routine bookkeeping tasks such as reviewing invoices and receivables, receipting donations, tracking expenditures, and receipting payments for services.

• Provides outreach and education to clients and medical staff regarding program guidelines and health department services through mailings, displays, telephone contact and in person.

• Performs a variety of clerical support tasks such as making copies, opening, sorting and distributing mail, sending faxes, taking messages, and related tasks.

• All other duties as assigned.

Other Functions
• During a public health emergency, the employee may be required to perform duties similar to but not limited to those in his/her job description.

• Recognizes that positive employee relations are a necessary precedent for positive client relations. Provides assistance when seeing another in need. Contributes to the team effort of providing superior customer service to enhance the image of the Health Department. Refrains from holding negative conversations about duties, assignments, co-workers and clients. Adheres to Health Department telephone courtesy standards for answering, placing and transferring calls, as well as general telephone use. Does not allow personal telephone calls or visitors to interfere with telephone responsibilities, public encounters or customer courtesy to others. Demonstrates an effort to assure that customers/clients wait in definite expectations of when and how they will be served. Professionally addresses others (smile, handshake, eye contact, voice, posture, grammar, grooming and dress). Responsible for promoting and securing potential clients and referrals.

Job Requirements

Education, Training, Experience, Certification/Licensure:
Education: High school graduation or equivalent; with business courses.

Experience: One year of general clerical experience is required. Experience and training in various computer software and equipment.

Other Requirements: Possession of a valid Michigan driver’s license; CPR certification

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