Program Support Clerk

Title: Program Support Clerk

State Role Title: Admin and Office Spec III

Hiring Range: Commensurate with experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Catawba Hospital

Agency Website: https://dbhds.virginia.gov/facilities/catawba/

Recruitment Type: General Public - G

Job Duties

Releases patient information according to established guidelines. Copies/mails/emails/faxes information from patient records for release according to Discharge Information and Instruction form and enters data into HOPS database in accordance with policy guidelines and timeframes. Processes requests for release of information, creates Accounting of disclosures entry into HOPS database of information released, to whom, when and document type(s). Creates and mails invoice for fee copying services in advanced of sending records per policy guidelines. Processes medical record requests for our providers from other facilities. Notifies HIM director of non-routine requests.

Serves as primary admission clerk for the facility. During normal business hours 8am- 4pm. Prior to admission reviews the patient’s admission packet, determining if the patient is new or a readmission. Promptly answers call on patient’s arrival. Interviews patient for information to complete admission documents, having patients sign assignment of benefits, important message from Medicare, voter registration, and receipt of patient rights. Completes, copies and distributes all admission documents per established guidelines. Keys admission patient data accurately into AVATAR and HOPs databases. Scans/Imports Facesheet and notification sheet into the EHR in timely manner for unit. Pulls previous records for admission unit as necessary.

Maintains discharge and incomplete chart files. Files loose pages in prescribed filing order. Pulls records, documents and monitors record charge out and returns to ensure return of borrowed records. Organizes file shelves in discharge record room. Assists with transfer of closed records to various storage areas. May be required to perform other duties as assigned.

Maintains record storage database; identifies and supports records for destruction. Maintains records storage database and identifies records for upcoming destruction. Ability to physically transfer records to box storage and document record movement in HOPS database. Assists HIM Director in the process of records destruction.

Serves as backup/support for commitment hearing process. Prepares petitions in a timely and accurate manner. Mails out letter's notification letters of an upcoming hearing to patients authorized representatives. Assist with notifications to employees, court officials and concerned person of date, time and place of hearings as needed.

Scan document audits. Review scanned documents for accuracy, clarity, appropriate naming and folder selection. Monitors for potential HIPAA, and filling issues. Reports issues to the HIM director, corporate compliance and the unit secretary.

Minimum Qualifications

Knowledge, Skills, Abilities (KSA) and or Competencies required to successfully perform the work (attach Competency Model, if applicable): Demonstrates knowledge and ability to properly release confidential and highly sensitive patient information. Working knowledge of release of information requirements, state and federal regulations in regards to patient confidentially. Experience with data base entry and MS Office Suite; ability to multitask with professionalism. Working knowledge of office practices, procedures and appropriate professional protocols. Ability to maintain and update record storage databases in a timely fashion. Demonstrated ability to perform clerical duties and effectively and professionally communicate with others.

Additional Considerations

High school graduate with college experience. Healthcare experience desirable. Medicare/Medicaid guidelines for participation of programs desirable.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Application Requirements: Applications and résumés for this position are accepted electronically through Page Up the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be