Administrative Asst II

Job Description:
Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.

The Administrative Asst II-Court Liaison position is an advanced level administrative assistant that is responsible for coordinating, monitoring, and processing inpatient commitments and re-commitments prior to the expiration date. This includes acting as liaison between the patient, physician and the committing County/Probate Court/Criminal Court. Prepares all paperwork relating to the commitment and/or recommitment in an accurate and timely manner. Knowledge of current facility admission, discharge and leave policies and procedures. Advanced skills in Microsoft Office software, Access databases, and the ability to learn new programs/systems and software is required. Excellent verbal and written communication skills, forms creation and data compilation is required. A working knowledge of HIPAA law, Joint Commission, CARE and CWS is preferred. Typing skills at least 40 WPM with an 85+ spelling score. Confidentiality is critical.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

EJF 1. Position is responsible for the coordination of all commitment and recommitment procedures. Completes all Emergency admissions within the established timeframes in an accurate and professional manner. Notify appropriate treatment personnel of commitment expiration dates and obtain recommendation from them. Keep Director apprised of all expired commitments and what action is being taken to resolve the situation.

EJF 2. Coordinate Court hearing dates and times with courts and physicians. Coordinates appropriate County/Probate courts of dates, times, re-commitment and patient/attorney interviews. Process all necessary paperwork in an accurate and timely manner.

EJF 3. Reviews, sorts, organizes, and prepares documents for imaging into an electronic format; and determines correct format and proper equipment settings to produce clear, high-quality images. Stores and retrieves imaged documents.

EJF 4. Ensure that the patients, unit staff and the Medical Record Department remain in a safe environment by not allowing crowded situations to occur as patients are talking with their attorney or waiting for their hearings.

EJF 5. Perform all job duties with a team-oriented style. Possess high level professional interpersonal skills. Attend work regularly and promote a positive and open work environment that supports and promotes creative and cohesive teamwork. Demonstrate ability to work with a variety of personalities in positive ways. Demonstrated ability to maintain confidentiality in all aspects of job.

EJF 6. 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:
•Achieve 85%+ on spelling test
•Knowledge of alpha and terminal digit filing systems.
•Knowledge of current facility admission, discharge and leave policies and procedures.
• Advanced skills in Microsoft Office software, Access databases, and the ability to learn new programs/systems and software is required.
•Excellent verbal and written communication skills,
•Skill in using personal computer (achieve 40 WPM and 90% accuracy on typing test) and accompaning software (Word, Excel, Outlook) and office equipment (fax, phone, copier, etc). Experience in CWS and AVATAR systems, HIPAA laws, and Joint Commission compliance is preferred.
•Possess the ability to both prepare and analyze data.
•Be able to implement and execute multi-task assignments with moderate latitude of independence.
•Demonstrate the ability to make quick, sound decisions based on the principles and vision of the Director.
•Ability to multi-task, be detail oriented, possess highly developed organizational and follow through skills, and learn quickly.
•Must conduct self at all times in a professional manner while interacting with internal and external customers and patients.
•No instances of a confidentiality breach.

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