Scanning Specialist 1-3

SUMMARY:

This position is located in the Operations Division with the Oklahoma City-County Health Department (OCCHD).  The employee is primarily responsible for the retention or storage of various public records; documents, archives and files using available scanning equipment and processes such as computer aided reproduction technology.  Also, the employee may be assigned to work in the front reception area to greet clients and visitors, and to assist clients in locating services not offered by OCCHD.  These various job duties and responsibilities may be performed for the main and satellite clinics. 

 

PRINCIPLE DUTIES AND RESPONSIBILITIES:

This is a summary of the duties and responsibilities commonly found within this classification.  All employees must maintain a commitment to the OCCHD's mission, vision, and strategic goals.  This summary is not meant to be all-inclusive, thus other related activities or tasks may be assigned.

 

This position functions at entry level (Tier 1) as defined by the Council on Linkages Core Competencies for Public Health Professionals. An emphasis on the following domains is important in this role:

• Communication Skills
• Health Equity Skills

 

ESSENTIAL JOB FUNCTIONS:

1. Evaluates the quality and suitability of reproduction materials in accordance with applicable standards and regulations.
2. Organize and prepare material for scanning, notes missing material from sequence.
3. Enters documents into the electronic health record system eClinicalWorks (eCW) and Public Health Oklahoma Client Information System (PHOCIS) for scanning, as well as Mobile Unit documentation.
4. Updates and maintains medical records in accordance with OCCHD policies and procedures. (Adoption records, name changes, corrections to client information, etc.).
5. Conducts reports on PHOCIS system to merge duplicate client accounts in accordance with OCCHD policies and procedures.
6. Maintains communication with Oklahoma State Department of Health (OSDH) personnel to act as a liaison for health stats and account corrections in PHOCIS.
7. Operates and maintain scanning equipment.
8. Performs minor equipment adjustments, creates, and maintains accession records and indexes; retrieves information; maintains appropriate files and records of reproduction materials.
9. Performs validation of records and quality checking records scanned.
10. Organizes family charts that must be kept for at least three months.
11. Places completed scanned documents in shred bin for destruction.
12. Retrieves requested medical records for clinics.
13. Completes request for information for client records.
14. Assists in the training of other scanning specialists by providing direction and assistance.
15. Assists in the planning, development and implementation of office methods and procedures with respect to the operation of a scanning unit.
16. Provides technical assistance to equipment operators and advises others of the changes needed to bring scanning products into conformance with OCCHD standards.
17. Assist with clerical duties, including but not limited to client check-in, data entry, medical records scanning, when not performing scanning duties.  Under the direction of the immediate supervisor, scanning specialist can be asked to fill in for clerical role.
18. Filing and retrieving documents.
19. Generating documents and reports.
20. Completed required training in support of duties and responsibilities of this position.
21. On occasion performs general reception duties i.e., answers telephone and routes calls; takes and transmits messages (including faxes); answers general questions concerning agency operations; receives visitors and directs them to appropriate program; etc.
22. Maintains appropriate confidentiality and follows agency guidelines and statutory regulations regarding the release of client or agency information.
23. Tracks program evaluation activities, compiles data and generates evaluation documents.
24. Acts as backup for other department/division clerical personnel.
25. Updates clerical skills as necessary.
26. At the direction of OCCHD Chief Executive Officer and Chief Public Health Officer or designee, the employee will be assigned a variety of specific job duties and responsibilities as a member of the OCCHD Emergency Preparedness and Response Program Team (i.e., Bioterrorism Response Program).  Also, as a member of the Emergency Preparedness and Response Program Team, the employee is required to complete all necessary emergency responder training and may be designated as a member of the first-responder team.
27. In accordance with our designation of a PHAB Accredited health department and explicit commitment to a culture of continuous quality improvement, employees will receive Quality Improvement (QI) training deemed necessary by their supervisor.

 

QUALIFICATIONS/REQUIREMENTS:

-High school diploma or GED required

-Valid Oklahoma driver license required

LEVEL 1 -One year of general office experience required, pay grade 5, $1,260 per pay period

LEVEL 2 -Two years of general office experience required, pay grade 6, $1,359 per pay period

LEVEL 3 -Three years of general office experience required, pay grade 7, $1,467 per pay period

 

SKILLS AND ABILITIES:

-Skill in operating keyboard

-Ability to use appropriate equipment and materials

-Ability to maintain confidentiality

-Ability to communicate with persons of diverse backgrounds both orally and in writing using tact and diplomacy

-Ability to follow established policies and procedures

-Ability to develop and maintain effective working relationships

-Ability to follow safe working practices and procedures

-Willingness to assume responsibility for work product

 

WORKING CONDITIONS:

-Primarily indoors in climate-controlled building

-No smoking or use of non-smoking tobacco products is allowed at any time while conducting OCCHD business or in OCCHD vehicles

-No use of cell phones or the use of electronic wireless communications devices used to write, send or read a text-based communication while driving a motor vehicle on OCCHD business

-May be subject to sitting for prolonged periods of time

-May be exposed to prolonged glare from computer monitor     

-OSHA category: performs tasks that involve no exposure to blood, body fluids, or tissues

 

PHYSICAL REQUIREMENTS:

-Arm/hand steadiness and digital dexterity enough to use equipment such as computer keyboard, scanning equipment, telephone, etc.

-Vision enough to read computer printouts, hand- or machine-generated documents, etc., as well as print on computer monitor

-Speech and hearing enough to communicate with others, both via telephone and face-to-face

-Flexibility and coordination enough to bend, stoop, stand and walk to perform tasks such as filing and retrieving documents and delivering supplies weighing up to 35 pounds.

 

WORKING RELATIONSHIPS:

This position requires frequent contact with other employees and supervisor to give and receive information.  The employee may be required to deal with temperamental persons on occasion.

 

SUPERVISION GIVEN AND RECEIVED/ACCOUNTABILITY:

This employee is under the supervision of an immediate supervisor.  Work product is subject to both specific and general review.  The employee has no supervisory responsibilities and no direct accountability for budget, money or materials.

 

OTHER DUTIES AND RESPONSIBILITIES:

-The employee may be required to take the smallpox vaccination, and other vaccinations or inoculations, as a member of the first-responder team.

-Will be compliant on recommended immunizations required by the CDC as a healthcare worker and as defined within the scope of Emergency Response within 30 days of hire.  Exceptions accepted with documented medical or religious accommodation.  OCCHD will provide vaccinations at no charge to employees.

-May be required to work outside of regular business hours or assigned shift hours due to job responsibilities

 

 BENEFITS:

• As an employee of the Oklahoma City-County Health Department, you will enjoy comprehensive benefits which consists of:
• 15 days per year of annual leave
• 15 days per year of sick leave
• 15 paid holidays annually
• A comprehensive health insurance package – medical, dental, vision, life insurance, dependent life insurance, and flexible medical spending account
• A generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.
• Retirement plans: Defined Contribution Plan and 457 Deferred Compensation Plan

 

Interested candidates should apply online at www.occhd.org.  Select Careers at the top of the web page, select Current Jobs, select the position you are applying for, and select "apply".  You will be directed to our Career Center.  Get started by uploading your resume with your profile.  Otherwise, click "skip" to continue.  The first step is to register with the Career Center, again you will click on apply for an active position. You may search for open positions by name or select "show all positions."  You may select "view" to read the details regarding the position.  Again, you will click on "apply now".   You will be directed to the second step of the application process.  Please complete the entire application.  Do not substitute a resume for your employment history.  You may attach a cover letter, resume, and an official transcript, if applicable.  You will save and complete your application.  You will be directed to the final step of answering job specific questions, if applicable.  Once you have finished the process, you should receive a message stating, "Successfully applied".  You will also receive an email stating your application has been received for the position you selected.  If you do not receive this message, then there has been a step not completed.  You will need to review your record. The position will be open for 30 days or until filled.  Please be advised that applications will periodically be considered, as such this position could be filled any time before the closing date.

 

Successful candidate subject to background check, reference verification and drug screening.

 

AA/EOE