LOCATION: SAMUEL MAHELONA MEM HOSP | Clinic Admin

POSITION STATUS: 1.00 | Permanent

SALARY RANGE: BU04 | SR16

SALARY RATE: $52,836.00 (Annual Salary) based on the FTE

JOB DUTIES: This is a regional position located in the Clinic Administration department of the Hawai’i Health Systems Corporation (HHSC) Kaua’i Region, a public benefit corporation of the State of Hawai’i. The HHSC Kaua’i Region encompasses Kaua’i Veterans Memorial Hospital (KVMH) and Samuel Mahelona Memorial Hospital (SMMH), both designated as critical access hospitals (CAH), as well as the Kaua’i Region Clinics and its affiliated entities.

The Kaua’i Region Clinics network is an extensive system that provides the community with a wide range of primary and specialized outpatient healthcare services, including Family Practice, Outpatient Surgery, and various disciplines such as Obstetrics and Gynecology, Pediatrics, Urology, Gastroenterology, Podiatry, and Internal Medicine.

The Clerical Supervisor IV primarily oversees and coordinates the activities of the Clinic Receptionists at the Kaua’i Region Clinics, serving as the primary liaison with the Information Systems (IS) to troubleshoot and resolve issues related to the CPM software application. This role includes planning and testing system upgrades, training Front Office Super Users, and providing comprehensive training for all front office staff on the CPM application. Additionally, the supervisor addresses workflow and clinical issues on-site, manages the integration of registration and scheduling workflows, and assists administration with major projects such as the patient portal, automated appointment reminders, digital check-in, online scheduling, operational dashboards/data analytics, and performs any other duties as assigned. This position is regional in nature and may necessitate travel to multiple facilities within the region. Additionally, it may require extended hours, including work on weekends and holidays, in order to meet operational needs.

This position is supervised by the Clinic Administrative Director, position no. 109756, or its designee.

THE MINIMUM QUALIFICATION REQUIREMENTS ARE: Applicants must meet all of the following requirements. Please note that unless specifically indicated; the required education and experiences may not be gained concurrently. In addition, qualifying work experiences are based on a 40-hour work week.

EDUCATION: None required. However, a High School diploma or equivalent is preferred; a College degree in Business Office Technology or Computer Science is also desirable.

GENERAL CLERICAL EXPERIENCE: Four and one-half (4-1/2) years of responsible typing, stenographic, substantive clerical work, or any combination of these experiences which duties demonstrated knowledge of English grammar, spelling, arithmetic, common office appliances and equipment; and the ability to read and understand oral and written instructions, carry out procedures in clerical work systems, speak and write simply and directly, observe differences in copy and proofread words and numbers quickly and accurately, and operate various kinds of office equipment.

SUPERVISORY EXPERIENCE: One (1) year of work experience which demonstrated the applicant's knowledge of and ability to apply the principles, practices, techniques and methods of supervision including: (1) planning, organizing and directing the work of others; (2) assigning and reviewing work; (3) advising others on difficult work problems; (4) timing and scheduling work; and (5) training and developing employees.

SELECT CERTIFICATION: Applicants must possess a minimum of four (4) years of professional work experience in a clinical setting within the past five (5) years.

LICENSURE: Possession of a current State of Hawai’I type #3 driver’s license preferred.

PREFERRED EXPERIENCES:

Medical billing, claims, coding software support, Project Management, ICD-10, meaningful use and knowledge of value-based purchasing reimbursement, or Cerner CPM experience desired.
At least one (1) year experience troubleshooting healthcare billing system issues, assisting with, testing system upgrades, and providing general subject matter expertise to leverage a CPM system preferred.

NON-QUALIFYING EXPERIENCE: Experience limited to the performance of simple and repetitious clerical work which primarily involved a short cycle of tasks and manual dexterity shall not be considered qualifying. Examples of such non-qualifying work include but is not limited to such tasks as wrapping and unwrapping articles; opening envelopes, folders, and similar containers; affixing tags and labels; rearranging or tidying up office desks and equipment; delivering, distributing, or collecting correspondence or parcels.

SUBSTITUTION OF EDUCATION FOR GENERAL CLERICAL EXPERIENCE:

Graduation from high school with courses in basic English and arithmetic may be substituted for six (6) months of experience.
Successful completion of a substantially full-time equivalent clerical or stenographic curriculum leading to a degree or diploma at an accredited community college, or at a business or technical school which included courses in basic English, arithmetic, general clerical procedures, and office machines may be substituted for a maximum of one (1) year of experience provided the duration of the training was for a year or more.
Successful completion of a substantially full-time equivalent clerical or stenographic curriculum leading to a degree, diploma, or a certificate of achievement at an accredited community college, business or technical school which was for a period of less than one (1) year will be substituted for experience on a month-for-month basis provided the training included courses in basic English, arithmetic, general clerical procedures, and office machines.
Partial Completion of Clerical Training:
1. Completion of half a school year of substantially full-time clerical curriculum at an accredit community college, or business and/or technical school which included courses in basic English, arithmetic, general clerical procedures, and office machines, may be substituted for six (6) months of experience.
2. Completion of one (1) school year (of a program of more than 1 year in length) of substantially full-time clerical curriculum at an accredited community college, or business and/or technical school which included courses in basic English, arithmetic, general clerical procedures, and office machines, may be substituted for one (1) year of experience.
Education in an accredited university in a baccalaureate program with courses in English composition and college mathematics may be substituted for experience on the basis of 15 semester hours for six (6) months of experience, up to a maximum of two (2) years.

QUALITY OF EXPERIENCE AND TRAINING: The number of years of experience required for any grade level represents the minimum amount of time necessary to qualify for the appropriate position, but length of time is not in itself qualifying. The applicant’s work experience must also have been of a quality and scope sufficient to enable him/her to perform satisfactorily assignments typical of the grade level for which he/she is being considered.

KNOWLEDGE AND ABILITIES REQUIRED:

KNOWLEDGE OF: Principles and practices of supervision, including work organization and control; office practices and procedures; Business English; spelling; arithmetic; revenue cycle and medical billing processes; basic proficiency with Microsoft Office.

ABILITY TO: Develop, design, and deliver training to end users; including the creation of training documentation and quick reference guides; excellent interpersonal skills and the ability to effectively communicate verbally and in writing providing excellent customer service; excellent organizational skills with the ability to multitask and handle multiple priorities/tasks simultaneously in a fast-paced environment; Plan, lay out, assign, coordinate, direct and review the work of others; understand program operations and details, and relate clerical operations to other program functions; interpret and apply rules, regulations, policies and procedures governing operations; deal tactfully with the public and others; effectively handle emergency and workload problems; prepare various reports and correspondence; supervise two or more groups of clerical workers through a subordinate level of supervision; for some positions, type accurately at an acceptable rate of speed, or accurately type and take and transcribe shorthand dictation at acceptable rates of speed; for some positions, operate and maintain various office appliances and equipment, and/or operate an automobile.

ALL CIVIL SERVICE JOB VACANCIES WILL BE POSTED FOR A MINIMUM OF TEN (10) CALENDAR DAYS

The Hawaii Health Systems Corporation is an equal opportunity employer and complies with applicable state and federal laws relating to employment practices

QUALITY OF EXPERIENCE: Possession of the required amount of experience will not in itself be accepted as proof of qualification for the position. Overall paid or unpaid experience must have been of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of this position. Provide a detailed description of your duties and responsibilities. If you worked on a part-time basis, indicate the average number of hours worked per week. Please note that experience will be based on a 40-hour workweek. Note: We will not postpone the recruitment process because of your failure to provide accurate and complete information concerning your qualifications.

MERIT OR CIVIL SERVICE SYSTEM: You must meet the minimum qualification requirements, including education, experience, other public employment requirements for State Civil Service employment, and HHSC Standards of Fitness. Only those applicants that are scheduled for an interview with the hiring manager will be contacted.

CITIZENSHIP AND RESIDENCE REQUIREMENT: Applicants must be eligible to work in the U.S. and at the time of appointment intend to reside in the State of Hawaii during the course of employment with the Hawaii Health Systems Corporation.

VETERAN’S PREFERENCE: If you are claiming Veteran’s Preference, you must submit a copy of your DD214 and/or other substantiating documents specifying the periods of your service.

HEALTH AND PHYSICAL REQUIREMENTS: Applicants must meet the health and physical requirements deemed necessary to effectively and safely perform the essential functions of the position with or without reasonable accommodation. Hawaii Health Systems Corporation is committed to making reasonable accommodations on a case-by-case basis. Applicants seeking reasonable accommodations should be ready to discuss the accommodation sought so that a determination can be made that such accommodation is reasonable and would not cause the employer undue hardship.

MEDICAL/PHYSICAL EXAMINATION REQUIREMENT: Offers of employment will be contingent on successfully passing a pre-employment physical examination, which includes drug screen and other regulatory medical requirements such as, but not limited to, two-step tuberculosis (TB) screen. The cost for physical examinations, except the cost for drug screening, shall be borne by the applicant and not the Hawaii Health Systems Corporation.

CRIMINAL/BACKGROUND, CREDENTIALING CHECKS: Applicable checks will be conducted periodically, and any associated costs may be borne by the applicant. If a job, offer is made or employment is begun prior to completion of all applicable checks, any offer of employment or continued employment is contingent upon satisfactory return of all required checks.

IMPORTANT APPLICATION/EMPLOYMENT INFORMATION

Administrative Review, subsequent appeals: If you do not agree with a decision made by the Employment Office as to your non-qualification or non-selection for a position, you may complete a Request for Administrative Review form (available on the HHSC website) or you may submit a written request within twenty (20) days from the date of your sent notice to the Regional Chief Executive Officer/Designee. Your letter requesting the Administrative Review must include: 1) The job title(s) and recruitment number(s), 2) the specific reason(s) you are requesting the review noting if there is statute or rule violation, and 3) any additional information you want to submit to substantiate your request. If you do not submit your request within the twenty (20) days deadline, no Administrative Review will be conducted. Since the Administrative Review is a prerequisite to subsequent steps, failure to utilize this process will make you ineligible for subsequent appeals. The administrative review, formal complaint and/or appeals hearing will not necessarily postpone the recruitment process and/or rescind a selection. If you do not agree with the Administrative Review, you may file a Formal Compliant and then, if you are still not satisfied, you can appeal to the HHSC Merit Appeals Board.

CONTACT INFORMATION: SAMUEL MAHELONA MEM HOSP is located at 4800 Kawaihau Road, Kapaa, HI 96746. For employment opportunities, please contact KVMH: (808)338-9425 | SMMH: (808)823-4116, email: [email protected] or visit our website at https://www.hhsc.org/.

Persons with Disabilities may contact the Recruitment Office to discuss special needs in applying at KVMH: (808)338-9425 | SMMH: (808)823-4116, [email protected].