Administrative Asst I Jobs

Are you ready to be professionally challenged? Are you looking to be part of a dynamic team of engaged and committed professionals? Then the State Hospital System (SHS) may be just the place for you! The SHS is comprised of nine psychiatric hospitals located throughout the state, and one youth residential psychiatric center in Waco. The SHS is a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. The hospitals provide state-of-the-art treatment that is recovery-oriented and science-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan.
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.
Essential Job Functions
Provides general office skills including answering phones, taking accurate messages, scanning/printing/copying.

• Files pertinent clinical documentation in the paper record according to established guidelines
• Oversight of paper-based patient record check-out system on program, keeping current on location of the paper medical record following established procedures
• Provides back-up services to assigned co-worker tasks.
• Monitors compliance of hybrid record documentation for assigned area through records analysis.
• Trains program staff in the use of the electronic health record.
• 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.
• May be required to lift up to 50 lbs. Does require lifting 5 lbs, as well as some bending, reaching, stooping, pulling, and pushing routinely/daily.
• Conduct self at all times in a manner consistent with standards expected by NTSH employees and demonstrates a willingness to comply with patient/staff requests while following department standards. *Maintains confidentiality of patient and staff information.
• Cross-training to cover other programs and/or alternate campuses; willingness to assist in other areas of Medical Records if the need arises.
• 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
• Requires knowledge of HIPAA regulations.
• Performs other duties as assigned by the Director of Medical Records.
• Provides general task follow-through.

Knowledge Skills Abilities

• Skill in the use of a personal computer and related office equipment. Ability to use computer software including Microsoft Office Suite, Word, Excel and Outlook.
• Ability to work discretely and maintain confidentiality when dealing with sensitive issues. Ability to maintain strict confidentiality concerning patient information.
• Skill in dealing with the public and co-workers in a courteous and professional manner, even in stressful and demanding situations.
• Ability to handle complex tasks with minimal supervision.
• Ability to communicate effectively and professionally.
• Ability to review work for accuracy, and to accurately perform detailed work.
• Ability to prepare and maintain records, files and reports.
• Ability to organize workload
• Willingness to embrace the importance of the role of Medical Records in patient care.
• Ability to train co-workers on assigned tasks. This position is able to successfully function as a team player so as to provide excellent customer service to the organization.
• Ability to project a professional image and demeanor.
• Knowledge of transcription and word processing.
• Ability to set priorities and meet deadlines.

Registration Or Licensure Requirements
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.
Initial Selection Criteria

• High School diploma or GED is required.
• 12 months of experience using a personal computer with various computer programs/software is required. This should include use of some of the Microsoft Office applications such as Word, Excel, Power Point, etc and any experience with email.
• Types at least 45 wpm as noted on the Application.
• Steady work history required and is defined as working for the same company/entity for 12 continuous months during the last 3 years

Additional Information
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.
MOS Code
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.
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 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.