| WCSI Position Title: | Early Intervention Clerk |
| Position Classification: | Clerk Typist 2 |
| MCR Code: | P2031 |
| Department: | IDD/EI |
| Supervisor: | EI Manager |
| Position Status: | Full-Time/Regular/Non-Exempt |
| Prepared Date: | 02/20/2023 |
Summary
This is a full-time non-exempt position that is responsible to provide a range of clerical support to the Early Intervention (EI) Department under the Intellectual and Developmental Disabilities Division (IDD). This position is office based with the ability to work remote up to one day per week unless otherwise agreed upon. Remote access to electronic paperwork is made possible by mobile equipment. Remote days will be on a weekly rotation with other like positions. Daily functions of this position require a high degree of proficiency and accuracy in receiving documents through various methods, analyzing each document for content to determine if acceptable for distribution. This is by various methods to supports and service coordinators, administrative personnel, families, consumers, and outside professionals. This distribution also requires professional engagement on a regular basis with this group of individuals. Engagement includes in person, by phone, by email, and by virtual means as needed to perform these day-to-day functions. This role completes tasks that focus on quality assurance responsibilities within various internal and external data base systems. Demonstrates the ability to report problems to supervisor and contribute to resolving them. This position needs the ability to prioritize work assignments to meet deadlines, work as a team to achieve division goals and communicate effectively using good judgement and appropriate demeanor.
Primary work hours will be Monday through Friday, 8:30am to 4:30pm with a 30-minute lunch (37.5 hours/week) unless otherwise agreed upon.
Compliance:
As with all WCSI positions, it is the expectation that employees adhere to WCSI, County, State and Federal guidelines, regulation, policies and laws which govern the business and service of WCSI. Adheres federal regulations governing Office of Developmental Programs and Office of Child Development and Early Learning service provisions. Attends specially designed training programs provided through WCSI, county, state, and federal agencies. Maintain client specific data necessary for auditing purposes by management and compliance purposes. This position is required to meet all timelines associated with paperwork processing and distribution as outlined by state regulatory bodies. This position requires the employee to perform their daily job duties and responsibilities in an structured work environment.
Essential Duties and Responsibilities
Include the following, (other duties may be assigned as deemed necessary by management):
:
Program Specific Duties:
EI
• Referral Calls (daily) (back-up responsibility)
• Engage with referral source to collect accurate information for all referred children to be enrolled in the EI Program. Save and notify Manager as per protocol.
• Referral Assignments (daily) (lead responsibility)
• Receive notification a referral was assigned and enter data in data base to generate medical record.
• Add data to a tracking spreadsheet and open service lines into data base.
• Intake processing (daily) lead responsibility)
• Process all intake related paperwork from Service Coordinators (EI-SC).
• Prioritize as appropriate using established timelines as per process.
• Scan paperwork into electronic medical record and verify documents have been filed correctly.
• Individual Family Service Plan (IFSP) Reports (daily) (back-up responsibility)
• Review tracking spreadsheet for approved IFSPs and print reports utilizing the Pelican system.
• Create from established templates for distribution of required documents to family, physician and providers
• Distribute using established timelines as per process.
• Document distribution on established spreadsheet.
• Individual Family Service Plan (IFSP) Conference Notice (daily) (back-up responsibility)
• Receive notification from SC with notice attached.
• Distribute to family
• Scan paperwork into electronic medical record and verify documents have been filed correctly.
• Transition to Westmoreland Intermediate Unit (IU),(daily)(back-up responsibility)
• Upon email receipt of documents, determine if release is available.
• Distribute documents to family, provider and program manager.
• Verify copy in medical records.
• Parent’s Rights Agreement (PRA’s)(daily) (joint responsibility)
• Responsible to prepare for mailing with return envelope.
• Once returned notify SC and scan into electronic medical record and verify document has be filed.
• Doctor Authorization (daily)lead responsibility)
• Receive email notifications with documents needed.
• Enter data on spreadsheet using elements from Pelican and WCSI Data Base specific to Dr. Authorization.
• Coordinate documents and distribute to physician’s office.
• Upon return receipt of documents from physician office, distribute SC.
• Enter data on spreadsheet using document information.
• Once provider choice is documented and release obtained distribute to provider as identified on tracker and document this distribution
• Scan documents into electronic medical record and verify documents have been filed correctly. Documenting on tracker.
• Waiver Packet (monthly) (joint responsibility)
• Distribute to family
• Upon return receipt organize all documents in required chronological order and distribute to EI Management.
• Intake Informational Packet (monthly)lead responsibility)
• Ensure that all packet items are ordered or obtained and ready for packet assembly as per program manager.
• Intake Informational Packet (monthly) (joint responsibility)
• When supplies fall below established numbers, collate documents and prepare packets for Service Coordination distribution.
• Incoming mail (daily) (joint responsibility)
• Open, can and distribute as appropriate
• PMOS/First Session Notes (daily) (lead responsibility)
• Receive secure email from provider and save in a TEAMS file for medical records receipt to place in medical record
• Medical Records Requests for County/Designee Intake needs (as needed) (lead responsibility)
• If guidance is needed by Medical Records, assist on what eligibility documents to pull and where there are located
General Office Duties:
• WCSI Visitor Monitoring (daily) (joint responsibility)
• Monitor WCSI security/visitor camera
• Greet and direct visitors to their WCSI contact, department, or appointment.
• Enforce WCSI’s visitor protocol; signing in/out all visitors, formal tracking of visitors, and administer visitor badges.
• Position is responsible for professional engagement with community members, individuals, provider staff, employees of WCSI, and outside professionals.
• Electronic Filing (daily) (joint responsibility)
• HIPAA compliant role that is responsible to direct all necessary documentation and correspondence to Medical Records received and/or prepared by department staff.
• Once documentation and correspondence is scanned, this position verifies receipt of electronic documents.
• US Postal Mail (daily) (joint responsibility)
• Review all incoming division mail, determine time sensitivity, and distribute to appropriate division employee.
• Responsible for handling and posting prioritized mail.
• Prepare mass mailing, mail merges, and postal distribution
• Assist if requested the review of available postage machine funds
• Office Telephone System (daily) (joint responsibility)
• Answer calls, take messages and/or refer calls to appropriate parties.
• Other Various Duties
• Assist if requested with the office equipment for the use of the division; copiers, printers, scanners, fax machines, etc. Relay equipment related issues to IDD Administrative Assistant
• Modify, edit, and create spreadsheets with requested data from IDD Division management. Navigates electronic state systems for spreadsheet data (as needed)
• Adhere to and update with approval as needed all clerical related job tools. (as needed)
• Familiarity and use of Microsoft: Word, Excel, Outlook, TEAMS; Onbase (internal electronic filing); State Database: HCSIS and Pelican; MiApps; SharePoint; Clientrek; WestCoCis; Paychex Flex; Lobby Camera; Capture Perfect; IDD Copiers/Scanners/Fax machines; My Learning Point, Postal machine
Back-up Duties:
This position shares back up responsibilities for all WCSI Clerk Typist positions and may be assigned coverage duties as needed for the agency when determined to be necessary by IDD Division Management
:
Program Specific Duties:
EI
• Referral Calls (daily) (back-up responsibility)
• Engage with referral source to collect accurate information for all referred children to be enrolled in the EI Program. Save and notify Manager as per protocol.
• Referral Assignments (daily) (lead responsibility)
• Receive notification a referral was assigned and enter data in data base to generate medical record.
• Add data to a tracking spreadsheet and open service lines into data base.
• Intake processing (daily) lead responsibility)
• Process all intake related paperwork from Service Coordinators (EI-SC).
• Prioritize as appropriate using established timelines as per process.
• Scan paperwork into electronic medical record and verify documents have been filed correctly.
• Individual Family Service Plan (IFSP) Reports (daily) (back-up responsibility)
• Review tracking spreadsheet for approved IFSPs and print reports utilizing the Pelican system.
• Create from established templates for distribution of required documents to family, physician and providers
• Distribute using established timelines as per process.
• Document distribution on established spreadsheet.
• Individual Family Service Plan (IFSP) Conference Notice (daily) (back-up responsibility)
• Receive notification from SC with notice attached.
• Distribute to family
• Scan paperwork into electronic medical record and verify documents have been filed correctly.
• Transition to Westmoreland Intermediate Unit (IU),(daily)(back-up responsibility)
• Upon email receipt of documents, determine if release is available.
• Distribute documents to family, provider and program manager.
• Verify copy in medical records.
• Parent’s Rights Agreement (PRA’s)(daily) (joint responsibility)
• Responsible to prepare for mailing with return envelope.
• Once returned notify SC and scan into electronic medical record and verify document has be filed.
• Doctor Authorization (daily)lead responsibility)
• Receive email notifications with documents needed.
• Enter data on spreadsheet using elements from Pelican and WCSI Data Base specific to Dr. Authorization.
• Coordinate documents and distribute to physician’s office.
• Upon return receipt of documents from physician office, distribute SC.
• Enter data on spreadsheet using document information.
• Once provider choice is documented and release obtained distribute to provider as identified on tracker and document this distribution
• Scan documents into electronic medical record and verify documents have been filed correctly. Documenting on tracker.
• Waiver Packet (monthly) (joint responsibility)
• Distribute to family
• Upon return receipt organize all documents in required chronological order and distribute to EI Management.
• Intake Informational Packet (monthly)lead responsibility)
• Ensure that all packet items are ordered or obtained and ready for packet assembly as per program manager.
• Intake Informational Packet (monthly) (joint responsibility)
• When supplies fall below established numbers, collate documents and prepare packets for Service Coordination distribution.
• Incoming mail (daily) (joint responsibility)
• Open, can and distribute as appropriate
• PMOS/First Session Notes (daily) (lead responsibility)
• Receive secure email from provider and save in a TEAMS file for medical records receipt to place in medical record
• Medical Records Requests for County/Designee Intake needs (as needed) (lead responsibility)
• If guidance is needed by Medical Records, assist on what eligibility documents to pull and where there are located
General Office Duties:
• WCSI Visitor Monitoring (daily) (joint responsibility)
• Monitor WCSI security/visitor camera
• Greet and direct visitors to their WCSI contact, department, or appointment.
• Enforce WCSI’s visitor protocol; signing in/out all visitors, formal tracking of visitors, and administer visitor badges.
• Position is responsible for professional engagement with community members, individuals, provider staff, employees of WCSI, and outside professionals.
• Electronic Filing (daily) (joint responsibility)
• HIPAA compliant role that is responsible to direct all necessary documentation and correspondence to Medical Records received and/or prepared by department staff.
• Once documentation and correspondence is scanned, this position verifies receipt of electronic documents.
• US Postal Mail (daily) (joint responsibility)
• Review all incoming division mail, determine time sensitivity, and distribute to appropriate division employee.
• Responsible for handling and posting prioritized mail.
• Prepare mass mailing, mail merges, and postal distribution
• Assist if requested the review of available postage machine funds
• Office Telephone System (daily) (joint responsibility)
• Answer calls, take messages and/or refer calls to appropriate parties.
• Other Various Duties
• Assist if requested with the office equipment for the use of the division; copiers, printers, scanners, fax machines, etc. Relay equipment related issues to IDD Administrative Assistant
• Modify, edit, and create spreadsheets with requested data from IDD Division management. Navigates electronic state systems for spreadsheet data (as needed)
• Adhere to and update with approval as needed all clerical related job tools. (as needed)
• Familiarity and use of Microsoft: Word, Excel, Outlook, TEAMS; Onbase (internal electronic filing); State Database: HCSIS and Pelican; MiApps; SharePoint; Clientrek; WestCoCis; Paychex Flex; Lobby Camera; Capture Perfect; IDD Copiers/Scanners/Fax machines; My Learning Point, Postal machine
Back-up Duties:
This position shares back up responsibilities for all WCSI Clerk Typist positions and may be assigned coverage duties as needed for the agency when determined to be necessary by IDD Division Management
Supervisor Responsibility
Qualifications
:
Education and/or Experience:
High school diploma and one-year clerical experience that includes proficient computer skills. Adequate knowledge of English grammar, spelling, punctuation, and proofreading techniques used in writing and editing standard business materials. Adequate knowledge of standard office procedures, practices and conduct to maintain a professional office environment.
Language Skills:
Strong interpersonal skills, effective oral and written communication skills. Ability to prepare clear, concise reports. Working knowledge of computer software that includes databases, spreadsheets, and word processing for the purpose of tracking information and preparing reports, letters, and forms.
Certificates, Registrations, Licenses:
Valid PA Driver’s License, Proof of Valid Auto Insurance, Act 34 (Criminal Record), and Act 33 (Child Abuse) and FBI Clearance. There will be monthly screenings of PA Medicheck List, LEIE (List of Excluded Individuals/Entities) and SAM (System for Award Management).
Other:
As a requirement of employment, certain personal information (Birth Date, Driver’s License, Diplomas, Transcripts, etc.) can be shared in a confidential communication as related to regulations, licensure and/or insurance carrier contracts.
As with all WCSI positions, this position will adhere to all random drug screening requirements, as set forth by WCSI Policy.
ENVIRONMENT, PHYSICAL and MENTAL CONDITIONS
Physical/Mental Demands:
While performing the duties of this job, the employee is regularly required to operate a motor vehicle, sit, stand, walk, bend and lift objects of up to 10 pounds. The employee regularly uses a computer, phone, fax, copier and other essential office equipment to carry out daily work assignments.
Work Environment:
While performing the duties of this job, the employee regularly works in an office environment and is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.
REASONABLE ACCOMMODATION
It is WCSI’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with disabilities.
This position description is not an employment agreement or contract, but rather a description of the expectations of job duties and responsibilities as assigned to this position. Management has the exclusive right to alter the scope of work within the framework of this position description and the position classification, at any time without prior notice.
