Clerk II

Job Description:
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 in the Medical Records Department. This position collects, maintains, and makes available to authorized users timely, accurate, and complete healthcare information. This position conducts regular quantitative analysis of the paper chart as well as 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 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. 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. 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. 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.
•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
•Provides general task follow-through.
•Provides back-up services to assigned co-worker tasks.
•Requires knowledge of HIPAA regulations.
•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.
•Performs other duties as assigned by the Director of Medical Records or designee.
•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.
-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.
•Oversight of paper-based patient record check-out system on program, keeping current on location of the paper medical record following established procedures
•Monitors compliance of hybrid record documentation for assigned area through records analysis.
•Files pertinent clinical documentation in the paper record according to established guidelines
•Cross-training to cover other programs and/or alternate campuses; willingness to assist in other areas of Medical Records if the need arises.
•Trains program staff in the use of the electronic health record. Knowledge Skills Abilities:
• Ability to review work for accuracy, and to accurately perform detailed work.
* Ability to handle complex tasks with minimal supervision.
* Ability to organize workload
• Ability to communicate effectively and professionally.
• Skill in dealing with the public and co-workers in a courteous and professional manner, even in stressful and demanding situations.
• Ability to set priorities and meet deadlines.
* 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 work discretely and maintain confidentiality when dealing with sensitive issues. Ability to maintain strict confidentiality concerning patient information.
* Knowledge of transcription and word processing.
• 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 prepare and maintain records, files and reports.
• Willingness to embrace the importance of the role of Medical Records in patient care.
• Ability to project a professional image and demeanor.

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