Administrative Assistant
Job description
This position is an extension of the Medical Records Department located on patient residential treatment programs throughout the organization. This position collects, maintains, and makes available to authorized users timely, accurate, and complete healthcare information. This position conducts regular quantitative analysis of the hybrid record using Mental Health Record System (MHRS) and Clinician Workstation (CWS) guidelines, and Joint Commission on Accreditation of Healthcare Organization (JC) standards. This is accomplished through onsite review of the paper-based patient record and the electronic health record, including report inquiry, data collection instrument, embedded Crystal Reports, and Decision Support System (DSS) reports for auditing of the electronic record. This position prioritizes, locates, tracks, and sees to the appropriate transport of patient healthcare records. This position is responsible for oversight of the paper-based patient record check-out system on assigned program; performs concurrent audits to ensure documentation passes data integrity checks; functions as a link between the medical staff, Telemedicine staff, and data specialists in regards to healthcare documentation; files pertinent clinician documentation in paper record; ensures paper-based discharge records are released from the program following established guidelines; ensures that accurate documentation forms and patient identifiers are available; performs routine chart maintenance; and maintains availability of super-bills to accomplish AvatarPM scheduling; conducts Environmental Audits to ensure confidentiality of patient information. This position serves as the local expert on hybrid record documentation within assigned area, providing customer support and training to users of both paper based and electronic patient healthcare records. This position requires OSCs to reset employee passwords with the Quick User Update function in RADPlus as needed. To facilitate a cohesive healthcare information management structure, this position is able to successfully function as a team player with other Medical Records staff and program staff as assigned so as to provide excellent customer service to the organization. This position will work on special projects for the department as needs arise, including but not limited to data integrity and compliance reviews. This position successfully completes annual refresher training as well as relevant job-specific training to ensure adequate knowledge to perform job functions. All staff are required to follow privacy guidelines set out under HIPAA.
Provides general office skills including answering phones, taking accurate messages, scanning/printing/copying.
Must possess valid Texas driver’s license or obtain it no later than 90 days after hire date. Applicants with an out-of-state driver’s license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, and HHS OIG list of Excluded Individuals/Entities. Males between the ages of 18-25 must be registered with the Selective Service.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.
According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All of these diseases are vaccine-preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with patients. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.
Work hours are 8:00am – 5:00pm, Monday – Friday. Although this position is primarily based on the Vernon campus, it requires up to 50% travel to the Wichita Falls campus. Hours and campus assignment are subject to change based on business needs. This position will provide back-up for various tasks within the department for entire organization.
NOTE: Applicants who do not meet the Initial Screening Criteria based on a review of the education, training and experience noted on their State Of Texas Application for Employment will not be selected for an interview. Demonstrated relevant experience must be documented in the application.
SALARY NOTE: The salary offered will follow HHS starting salary guidelines which are typically made at or near the minimum of the salary range.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
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