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Administrative Support Specialist

2 months ago

San Antonio, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

Are you looking to contribute to a supportive environment that values personal and professional growth while making a meaningful difference in the lives of others? At the Texas Department of Aging & Disability Services, we prioritize teamwork, reliability, and inclusivity among our staff, fostering a diverse community where every employee feels appreciated and empowered.

If you are passionate about delivering compassionate and tailored care, we invite you to consider the opportunity outlined below.

The position of Unit Clerk operates on a schedule from either 7 am to 4 pm or 8 am to 5 pm.

As a Unit Clerk, you will work under the direct guidance of the Nurse Manager, performing essential clerical duties related to both active and archived clinical records.


Key Responsibilities:

Your responsibilities will include, but are not limited to:

  • Staying informed about policies and updates from the Medical Records Department concerning charts.
  • Faxing aftercare packets and managing filing tasks.
  • Preparing emergency packets using completed transcribed Hospital Software documents.
  • Compiling Daily Lists of movements and maintaining the Physician's Daily Roster.
  • Ensuring timely billing from physician rosters and closing out charts accurately.
  • Preparing and delivering charts for audits and rectifying active records continuously to maintain their accuracy and completeness.
  • Conducting major chart audits during patient transfers, furloughs, or discharges.

This role also involves disseminating information, maintaining filing systems, and providing internal administrative support, which includes typing general correspondence for professional scheduling and preparing minutes for unit meetings, case conferences, and review board meetings.

You will be responsible for completing travel requests and vouchers for the unit, compiling completed records, and maintaining training records along with training rosters. Additionally, you will order supplies and ensure their organization. Other duties may be assigned as necessary.

Participation in disaster response and recovery efforts or Continuity of Operations (COOP) activation may be required, which could involve alternate shift patterns or location assignments.


Essential Job Functions:
  1. Regular attendance and adherence to a specific shift schedule, including potential rotating shifts or overtime as per agency policy.
  2. Processing billing for physicians.
  3. Preparing emergency packets and Daily Lists, as well as faxing aftercare packets.
  4. Conducting audits of both active and closed records.
  5. Filing and maintaining supplies, forms, records, and reports.
  6. Engaging in assigned duties that may include participation in disaster response and recovery efforts.

Required Knowledge, Skills, and Abilities:
  1. Proficiency in filing systems.
  2. Familiarity with Microsoft Office Applications.
  3. Understanding of relevant software such as Avatar, MIMS, and Hurricane.
  4. Knowledge of office procedures, including spelling, punctuation, grammar, and arithmetic, as well as business terminology.
  5. Competence in using computers and office equipment.
  6. Ability to prepare and maintain records, files, and reports effectively.
  7. Strong communication skills.