Administrative Asst I

6 days ago

Richmond, United States Texas Department of Aging & Disability Services Full time
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).

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