Job Abstract

Who We Are

Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and support. Our team of more than 2,000 employees speak 22 languages and are dedicated to offering hope and unlocking the full potential of individuals and families through culturally responsive, trauma-informed, research-based services for individuals and families from birth to older adults.

Who We Serve

Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.

What We Offer

• Pay Range: $16.11 per hour. Compensation may vary based on skills, experience, education, and location.
• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!
• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve.

About our Program:

Program Type: OP and FSP

Population Served: Adults

Scheduled Hours per Day: Monday - Friday, 8:30am - 5pm

Position Summary

This position provides program and site support in compiling, filing, and maintenance of client records / charts in a secured, confidential manner; processes all requests for release of information from client charts; meet and greet clients and act as front office personnel. Other administrative duties include photocopying, mailroom activities, and all telephone switchboard activities.

Essential Duties and Responsibilities

• Compiles and maintains clients’ charts. Performs clerical tasks related to the maintenance of all client medical records.
• Protects the security of clients’ charts to ensure that confidentiality is maintained.
• Pulls consumer records for daily appointments, returning records and files to their proper file location.
• Files items sequentially in client chart according to established filing system accurately and promptly.
• Maintains all charts in such a way that authorized staff can easily locate items.
• Processes all release of information requests in a timely and efficient manner ensuring that all releases of information are in compliance with the request, authorization, clinic policy and HIPAA regulations.
• Uses the Clinics’ record storage procedures, input indexing data into the authorized record storage and retrieval system in a timely and accurate manner.
• Prepares charts for transfer to storage following Clinics procedures.
• Meets and greets clients, schedules their appointments with their doctors, and keeps track of all appointments and follow-up.
• Maintains client financial folders up to date and file medical eligibility. Enters prescriptions into PAT’s system.
• Provides clerical support services to clinical staff.
• Assists in the completion of intake paperwork for new clients including assisting new intakes with their financials.
• Processes and distributes all incoming and outgoing clinic mail daily.
• Functions as part of an Agency support services team and provides clerical support coverage at other programs and locations as requested.
• Performs other duties and work projects as assigned.

Experience / Requirements

• High school diploma or general education degree (GED); or related experience and/or training; or equivalent combination of education and experience.
• Demonstrated computer skills and working knowledge of Office applications to be able to do light data entry.
• Basic knowledge of general computer equipment (keyboard, monitor and printer features). Excellent customer service skills.
• Display good written and communication skills.
• Ability to handle multi-lined telephone system.
• Bilingual in site specific language preferred.
• Must possess a valid California driver's license and maintain an insurable driving record under the Clinics' liability policy (if driving two or more times per week on company business) OR if driving is not required, demonstrated ability to use public transportation or other means to travel between sites, if requested.
• Ability to handle multi-lined telephone system. Bilingual in site specific language preferred. Must possess a valid California driver's license and maintain an insurable driving record under the Clinics' liability policy (if driving two or more times per week on company business) OR if driving is not required, demonstrated ability to use public transportation or other means to travel between sites, if requested.

Physical Requirements

The work environment conditions as described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may be required to use hands to handle or feel objects, tools or controls; reach with hands and arms; and taste or smell. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Equal Opportunity Employer

We will consider for employment qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.