Administrative Asst I
: Job Details :

Job Description: Administrative Asst I The Medical Records Administrative Assistant works under the direct supervision of the Medical Records Director. This position reconciles daily census reports to maintain accurate facility census data. Performs entry-level electronic document imaging and uploading of medical records into electronic health record system. Maintains filing systems of electronic and paper records. Prepares, tracks, and sends paper records for off-site storage in accordance with retention guidelines. Retrieves, copies, and disseminates confidential documents and electronic medical records. Works under general supervision with minimal latitude for the use of initiative and independent judgement. Essential Job Functions: Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy; and performs other duties as assigned. Reconciles daily census reports to maintain accurate facility census data. Enters transfers, leaves, returns, admissions, and discharges into electronic record system (IRIS) accurately and timely. Processes admission and discharge records accurately and timely. Scans and uploads moderate volume of external medical records, consents, and other documents to electronic health record system (IRIS) with accuracy and precision, and properly arranges for confidential shredding of documents. Maintains moderate volume of hard copy medical records received per Record Maintenance Guidelines, retention schedule, and filing system. Prepares paper medical records for off-site storage and maintains recordkeeping system for tracking and retrieval. Assists staff and tracks requests for paper and electronic medical records from internal and external sources including guardians, hospitals, and specialty clinics according to HIPAA guidelines and confidentiality requirements. Provides reports from electronic record system for medical billing purposes, separations, and discharges. Performs other duties at the request of the supervisor. Performs special assignments at the request of the supervisor to further SSLC goals. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Knowledge Skills Abilities: Knowledge of office practices and administrative procedures. Skill in clerical duties relating to medical records. Skill in the use of standard office equipment and software such as fax machine, copier, etc. Skill in use of personal computers and software applications in a windows environment (Microsoft Office Suite - Excel, PowerPoint, Outlook, Word, Access, Adobe Acrobat). Ability to organize and electronically produce large quantities of medical documents with accuracy and according to timelines. Ability to accurately file and maintain paper medical records according to filing system. Ability to perform accurate data entry to maintain tracking of electronic and paper records. Knowledge of medical terminology and familiarity with diagnosis coding. Ability to communicate verbally and in writing to inquiries in a clear and concise manner. Ability to work effectively with others and as a team member. Ability to handle and safeguard sensitive and confidential information. Ability to be flexible in handling work assignments. Ability to prioritize a variety of assignments. Ability to understand and follow instructions. Knowledge of medical terminology. Skilled in the use of Microsoft Office software applications (Word, Excel, Access, PowerPoint, Outlook). Registration or Licensure Requirements: N/A Initial Selection Criteria: Graduation from an accredited senior high school or GED equivalent plus two years related experience with filing and management of digital and hard copy medical records. Additional Information: Salary Note: The salary offered will follow HHS starting salary guidelines which are typically made at or near the minimum of the salary range. Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, 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 State Supported Living Center employees are subject to Random drug testing. Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. MOS Code: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 68C, 66N/P/W, 290X, 46FX, 46NX, 46SX. 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 HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work. I-9 Form - Click here to download the I-9 form. 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-###-####. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview. Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS