Administrative Assistant / Medical Records (Aiken)

State of South Carolina • Aiken County, SC

1d • Onsite

About The Position

The Administrative Assistant / Medical Records supports the recovery of persons served at the Aiken-Barnwell Mental Health Center (ABMHC) by performing medical records, assisting with vital signs, and providing administrative functions under limited supervision. The position is based at the SC Department of Behavioral Health and Developmental Disabilities (DBHDD), Office of Mental Health, Aiken-Barnwell Mental Health Center, 1135 Gregg Hwy, Aiken, SC 29801.

The role ensures medical records are processed promptly in compliance with applicable policies and keeps patient files current in the electronic record system. It also provides administrative and clinical support, including patient registration, front desk coverage, notary services, and preparation for medical visits. Additional duties include supply, lobby, key, and security management; opening and closing tasks; and tracking prior authorizations and self-pay payments to support revenue collection.

Employees are expected to participate in supervision meetings, staff training, and agency assemblies; communicate effectively and respectfully; and follow Corporate Compliance, Risk Management, DOFS, BHDD, and quality assurance policies and standards. This essential position may be called back during crises, disasters, or emergencies.

Requirements

• High school diploma and work experience directly related to the area of employment; a bachelor's degree may substitute for the related experience.
• One year of experience in a healthcare setting.
• Ability to lift 5 pounds.
• Ability to operate a state vehicle.
• Good written and oral communication skills, attention to detail, flexibility, dependability, and time-management and organizational skills.
• Knowledge of HIPAA and privacy laws and of office management principles, policies, and practices.
• Ability to plan, organize, and prioritize work activity and exercise judgment.
• Ability to work with limited supervision and support from the immediate supervisor.
• Ability to pass CPR and Managing Agitation in the Psychiatric Setting (MAPS) certification.

Nice To Haves

• Bilingual ability in English and Spanish or another language.

Responsibilities

• Process medical records requests promptly and in compliance with BHDD policies, including audit, patient, legal, and clinical requests.
• Maintain up-to-date patient files by accurately adding required documentation to the electronic record import section.
• Prepare and index legacy paper charts for formal archiving and storage.
• Provide administrative clinical support, including patient registration, front desk reception coverage, and notary services.
• Prepare patients receiving medical services by accurately taking and recording vital signs, including blood pressure, height, and weight.
• Manage supplies, the office lobby, office keys and security, and opening and closing duties.
• Track and verify patient prior authorizations and self-pay payments and ensure timely processing.
• Participate actively in required supervision meetings, staff trainings, and agency assemblies.
• Demonstrate effective interpersonal communication and appreciation of individual and group differences.
• Follow Corporate Compliance, Risk Management, and DOFS policies and complete documentation according to BHDD and QA standards.

Benefits

• Health, dental, vision, long-term disability, and life insurance for employees, spouses, and children.
• 15 days of annual (vacation) leave per year.
• 15 days of sick leave per year.
• 13 paid holidays.
• Paid parental leave.
• S.C. Deferred Compensation Program.
• Retirement benefit choices: State Retirement Plan (SCRS) or State Optional Retirement Program (State ORP); enrollment in one plan is required for FTE employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED