Scanning Coordinator / Administrative Specialist II (Forensic Evaluation Services)

Posting number: 191078

Department: Department of Behavioral Health and Developmental Disabilities

Division: Greater Bryan Psychiatric Hospital

Job classification: Administrative Specialist II

Posting type: Open & Promotional

Categories: Administrative Assistant, Clerical & Data Entry

Summary

Are you passionate about making a real difference in people's lives? Join our team at the Office of Mental Health where we are dedicated to providing compassionate and accessible care to our community. We are seeking a Scanning Coordinator / Administrative Specialist II, who is motivated to help individuals and families navigate life's challenges and achieve long-term wellness. If you want to use your skills to build a healthier, more resilient community, we encourage you to apply.

• Perform qualitive and quantitative analysis of medical records to ensure compliance with standards established by OMH, TJC, and other regulatory agencies.
• Organize record content according to facility standards. Independently assist healthcare providers with record room services. Prioritize work and adjust priorities based on requests for assistance. File loose material, and legal administrative papers into the medical records.
• Compile monthly Reports: to include LPP Delinquency List, Final Summary Tracking Report, COC Plan Tracking Report, Monthly Discharge Report
• Audit closed patient records, focusing on verifying key information used for compliance audits or quality improvement purposes; key tasks include: selecting a sample of closed records, reviewing patient demographics, checking for complete documentation, evaluating treatment plans, verifying discharge instructions, identifying potential issues, and documenting findings with corrective actions.
• Prepare Forensic Evaluation Services (FES) charts for scanning into the IA Folder. Scans FES records into Team IA system. Document records scanned on Index worksheet for documentation purposes.
• Process requests for release of information ensuring that requests are following HIPAA and other guidelines and requirements for disclosure of records. Retrieve and process all incoming requests via telephone, face to face, or written for such release. Calculate, collects and transmit fees associated with the release of information. Photocopy materials from the original medical record. Enter all disclosures into the Quantim Correspondence system. Additionally, for discharged patients, compile data to create and forward discharge packets to local Mental Health Centers, and other requestors for continuity of patient care.
• Assist with ensuring department coverage in all areas of duty.
• Adhere to all Corporate Compliance duties, Harassment-Free Workplace policies, time and attendance policies, and facilitates' requirements for cultural awareness training. 

Examples of duties

• A high school diploma. Related clerical experience may be substituted for a high school diploma.

Additional Requirements:

• Ability to walk, stand, climb stairs, reach, pull, push, bend stoop and lift up to 25 pounds.

Qualifications

• A high school diploma and two (2) years of clerical experience; or an associate degree in secretarial science or other related field; of three years of clerical experience.
• Bilingual abilities in English and Spanish (or another language) are a plus.

Supplemental information

Post hire, employees must:

• Be versatile and flexible, having the ability to perform several positions within all depa