Administrative Asst III

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 Unit Records Coordinator performs moderately complex records administration work in order to maintain the integrity of individuals’ records. Responsible for coordinating the implementation and maintenance of the Patient Record for each individual at the State Hospital. Responsible for coordinating, processing and tracking Patient records for The Joint Commission and CMS standards, including retrieving, copying and organizing records for distribution/mailing and retention. Provides administrative oversight, conducts audits of the Patient Record, and tracks deficiencies to ensure corrective actions are implemented as necessary. Assists in training employees on the recordkeeping system and in routinely utilizing the record in making care, medical treatment and training decisions. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

Performs other duties as assigned. 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.
Shift statement (use as needed): This position may be eligible to earn additional pay for work performed on evenings, nights and/or weekends.
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.

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 guidance and oversees the implementation and maintenance of the State Hospital (SH) Recordkeeping System.

Updates policies and procedures in order to ensure compliance with State Hospital, Joint Commission and CMS requirements.

Processes records requests. Coordinates and directs the copying and preparation of records to ensure the request requirements are met and records maintained according to guidelines.

Establishes and maintains systems to track requests.

Reviews a sample of records per month, the number to be determined by facility need but not less than 5 records per month, to ensure records are in order and retention schedules are followed.

Works with management to develop plans of correction related to deficiencies noted in audits. Tracks progress on plans of correction and prepares status reports for Executive Leadership
Provides records support services to staff responsible for Patient records creation and assists in training unit staff and others on the Recordkeeping system, maintenance and use.

Performs special assignments at the request of the supervisor in order to further SH goals.

Performs other duties as assigned. 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 use of personal computers and software applications in a windows environment (Word, Excel, PowerPoint, Access, Outlook)
Ability to maintain filing systems
Ability to handle and safeguard sensitive and confidential information.
Ability to work independently and to exercise judgment in making administrative and technical decisions.
Ability to develop/implement administrative procedures and to evaluate their effectiveness; and to interpret complex rules, regulations, policies, and procedures.
Ability to understand and follow verbal and written instructions.
Ability to communicate both in writing and verbally.
Ability to establish and maintain effective working relationships with supervisor and coworkers.

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