POSITION SUMMARY
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- 3 Processing Assistant IV
- 1 Foreign Language Interpreter
- 1 Community Health Technician
Primary purpose of organizational unit is to provide public health services for Harnett County residents under the authority and guidance of the Harnett County Board of Health to establish policies and procedures for the various programs using laws, rules, regulations and guidance from federal, state and local governments.
Programs and services as they relate to this position are Adult Health, Communicable Disease, Child Health, Family Planning, HIV, Lead Prevention, Other Services/General Clinic, Prenatal, Sexually Transmitted Diseases, Women, Infant, Children (WIC), Medical Record, Vital Records and other programs as added.
The Processing Assistant V/ Management Support Supervisor is a working leader responsible for supporting the day\-to\-day operations of the intake and billing team while also serving in a hands\-on capacity when needed. This role ensures smooth clinic operations, accurate and timely billing, coordinated staff coverage, and positive patient experience. The Team Lead provides guidance, coaching, and oversight to staff while collaborating closely with nursing leadership to maintain efficient patient flow.
Hiring Range: Min. $40,457\.00 to Job Rate $47,032\.00
DUTIES AND RESPONSIBILITIES
* DESCRIPTION OF RESPONSIBILITIES AND DUTIES:
* Management Support Team Leadership 25%
+ Supervising the following positions
+ Foster a collaborative, respectful, and supportive team culture.
+ Provide daily guidance, coaching, and problem\-solving support to management support staff.
+ Address employee concerns and conflict in a fair, timely, and professional manner.
+ Support onboarding, training, and cross\-training of team members.
+ Conduct performance evaluations and support ongoing employee development.
+ Approve employee time and time off in ExecuTime.
+ Oversee Vital Records process and serve as back up Deputy Registrar as needed.
* Daily Operations \& Patient Flow 35%
+ Assign daily roles and adjust staffing based on patient volume and clinic needs.
+ Anticipate workflow demands and proactively reassign staff during low\-volume periods to complete additional tasks.
+ Ensure accurate patient check\-in, insurance verification, and documentation.
+ Monitor and support smooth patient flow throughout the clinic.
+ Communicate proactively with the Director of Nursing regarding operational issues, trends, or improvement opportunities.
+ Serve as a working team member and complete intake of clients, billing duties, phone duties, or other support/program duties.
+ Duties include but not limited to:
- Interact daily with the public through direct contact while conducting financial interviews and acquiring personal data information.
- Entering and verifying income, and insurance information.
- Collect payments.
- Conducting Presumptive Medicaid Eligibility interviews for prenatal patients.
- Scheduling appointments for all health department services.
- Preparing bill sheets for all clinics
- Responsible for maintaining current and outstanding bills.
- Performing the duties of the deposit for the health department as needed.
* Administrative \& Billing Oversight 35%
+ Oversee daily, monthly, and annual billing processes, including but not limited to:
- Patient statements
- Debt setoff
- CCNC billing
- Monthly billing statements
- Returned mail
- Deposits
- LabCorp monthly reports
+ Ensure billing accuracy, timeliness, and compliance with internal policies and applicable regulations.
+ Support financial stability of clinic operations through effective billing and payment processes.
* Continuous Improvement 5%
+ Identify opportunities to streamline intake and billing workflows.
+ Recommend improvements to patient experience, wait times, and data accuracy.
+ Assist in developing, updating, and maintaining standard operating procedures.
+ Monitor key performance metrics and report trends or concerns to leadership.
+ Other duties as assigned
MINIMUM QUALIFICATIONS
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- Accuracy Required in Work: Accuracy, precision and exactness are required in all duties performed by this position. The daily duties of this position affect revenues for the agency. The interpretation of the agency policies and decisions made by this individual require much thought, consideration and knowledge of the state and local policies and procedures.
- Consequence of Error: Errors in this position can have significant impacts on patient experience, clinical operations, compliance, and the financial health of the department. Corrective action will be implemented.
- Harnett County Personnel Manual
- Health Department Policies and Procedures
- Records Disposition Schedule
- Interagency Agreement between Division of Medical Assistance and Department of Human Resources and Department of Health and Human Services
- NC Division of Public Health Sliding Fee Scale
- NC Medicaid Billing/Program Guides and updates
- NC Vital Records
- Primarily sedentary work performed in a clinical or office environment.
- Frequently sitting, standing, walking, and moving throughout the clinic to support patient flow and staff needs.
- Regular use of computers, phones, and standard office equipment.
- Occasional lifting or carrying of light materials such as files, forms, or office supplies.
- Ability to remain at a workstation or circulate through clinic areas for extended periods during busy clinic hours.
- Computers, monitors, and related peripherals
- Electronic Health Record (EHR) and practice management systems such as NCIR, HIE, etc.
- Office productivity software (e.g., word processing, spreadsheets, email)
- Multi\-line telephone systems and voicemail
- Copiers, printers, scanners, and fax machines
Required Minimum Training:
Graduation from high school and demonstrated possession of knowledges, skills and abilities gained through at least three years of office assistant/secretarial experience; or completion of a two\-year secretarial science or business administration program with one year of responsible experience as described above; or an equivalent combination of training and experience.
Additional Training/Experience:
Six months on the job training
License or Certification Required by Statute or Regulation:
Valid North Carolina Driver’s license.
KNOWLEDGES, SKILLS, \& ABILITIES:
General knowledge of office or work unit procedures, methods and practices. General knowledge of office accounting and record keeping procedures, mathematics and their application in the work environment. Ability to learn and apply a variety of guidelines. Ability to use a variety of office equipment. Ability to work with people with courtesy and tact. Ability to screen communications based on predetermined guidelines to independently respond or route inquiries. Ability to record and compile information based on general guidelines. Ability to gather and give information and instructions regarding the work process or procedures. Ability to balance and reconcile figures. Ability to learn to use specialized office equipment.
SUPPLEMENTAL INFORMATION
OTHER POSITION CHARACTERISTICS:
Instructions Provided to Employee:This position has the knowledge and ability to work independently and is supported by the PH Nursing Director, County, agency, program policies and procedures are used as a guide for this position.
Guides, Regulations, Policies and References Used by Employee:
Supervision Received by Employee: This position has the knowledge and ability to work independently and is supported by the Public Health Nursing Director.
Variety and Purpose of Personal Contacts: This position requires frequent interaction with a wide variety of internal and external contacts to ensure smooth clinic operations, effective team coordination, and a positive patient experience.
Physical Effort:
Work Environment and Conditions: Work is performed primarily in a health department clinic and office environment. Occasionally work is performed off\-site at a community event, off\-site clinic or mobile unit.
Machines, Tools, Instruments, Equipment, and Materials Used:
.Visual Attention, Mental Concentration, and Manipulative Skills: Visual attention is required to assure accuracy to perform job duties correctly and efficiently. Mental concentration is required 100% of the time in all areas of work performed by this position, especially when doing data entry and billing sheet preparation.
Safety for Others: This position is located on the first floor. All staff is required to follow certain procedures during fire drills and emergencies – assuring others/clients in immediate work areas are out of the building, doors closed, etc. Participate in annual training of “use of fire extinguishers” and other required department safety training. Be able to place appropriate pages or calls, depending on type of emergency.
Dynamics of Work:* Fast\-paced environment: Work occurs in a busy clinic setting with fluctuating patient volumes and frequent interruptions.
* High degree of multitasking: The role requires balancing leadership responsibilities with hands\-on operational tasks such as intake, billing, and phone support.
* Variable workload: Daily demands change based on patient flow, staffing levels, and clinic priorities.
* Team\-driven operations: Success depends on strong collaboration, communication, and coordination with both clinical and administrative staff.
* Customer service focus: Interactions with patients require empathy, professionalism, and clear communication, especially during stressful or emotional situations.
* Decision\-making under pressure: The Team Lead must make timely decisions related to staffing, workflow, and problem resolution.
* Continuous adaptability: Must quickly adjust priorities and reassign staff based on evolving needs and unexpected changes
* Accuracy and compliance: Work requires precision, attention to detail, and adherence to policies, regulations, and confidentiality standards.