Administrative Asst II

TX-HHSC-DSHS-DFPS-posted 5 days ago

Full-time • Entry Level

Onsite • Rusk, TX

1,001-5,000 employees

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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 teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below. The Administrative Assistant II works a Monday to Friday schedule, 8:00 AM to 5:00 PM, in the Medical Clinic.The Administrative Assistant II performs routine (journey-level administrative support duties for the Medical Clinic under moderate supervision of the supervision of the LVN (Scheduler) and general supervision of the RN II, with oversight by the Nurse Manager of Ancillary Services and with limited latitude for the use of independent judgment in the completion of duties and direction of the overall function of the Medical Clinic. Position requires flexibility and the ability to move from one work assignment to another with abilities to organize, prioritize, and complete work assignments and work closely with physicians and nurse practitioners to provide clerical and technical support in a clinical setting. Serves as primary back up to the Administrative Assistant III, as well as other departments in the Ancillary Clinical Services as required. Completion of work requires use of established methods and/or techniques and decisions are varied but based on broad principles and guidelines. Must understand that duties, location of work and shift patterns are subject to change as determined by the administration to meet the needs of the hospital. 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. Must understand that duties, location of work, and shift pattern are subject to change as determined by the administration to meet the needs of the hospital. Must understand that the duties may include exposure to blood and other potential infectious material.

Attends work on a regular basis and may be asked 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.
Prepares a schedule of tasks/documentation needed for Providers in order to assist Providers in meeting documentation requirements according to established guidelines.
Schedules patient appointments and opens the Medical Clinic as directed by Providers and coordinates appointment times with units in order to provide patient care.
Keeps all agency records, information, and client names confidential.
Obtains Providers' signatures on lab reports, consultations, progress notes, etc. within prescribed timeframes in order to document patient care.
Helps to coordinate the workflow of the Medical Clinic clerks, as part of the admin support team general supervision RN II with oversight by the Nurse Manager of Ancillary Services, to ensure all procedures and processes are followed and all documentation requirements are being met to ensure quality and timely patient care and adherence to Medicare, Joint Commission, and HHS/Rusk State hospital guidelines.
Maintains communication throughout the Medical Clinic by maintaining the communication board, logs, schedules, and discussions with practitioners and co-workers.
Answers phones promptly and professionally.
Maintains and monitors Annuals and Admission History and Physicals for timely completion, runs various reports for distribution to the Medical Clinic Providers, and works to track audits, as assigned.
Performs other duties as assigned in the Medical Clinic in order to ensure that services are provided.
Serves as primary backup to the Administrative Assistant III.
Enters EHR information in order to provide accurate billing information for the accounting department.
Oversees the accuracy and promptness of all Medical Clinic billing charges.
Facilitates patient/provider contact by escorting patients to the exam room and assisting the Provider in order to provide patient care.
Assists in maintaining cleanliness of exam rooms and Medical Clinic.
Reviews exam room and office supplies and equipment for expiration dates and quantity level of supplies available.
Works with the Rusk State Hospital contracted service providers as needed.
Ensures proper documentation requirements and patient needs are met
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 of medical office practices and procedures.
Skill in the use of standard office equipment and software, including but not limited to Microsoft Office, Word, and Excel.
Ability to establish and maintain effective working relationships with supervisors, co-workers, and the public.
Skills with good communication, including verbal and written.
Ability to work in a professional manner while remaining courteous with patients, staff, and outside medical offices.
Ability to oversee the flow, procedures, and other assigned staff to ensure quality and timely patient care.
Working knowledge of HIPPA, ICD-10 codes, and HCPCS procedure codes.
Ability to physically be trained on and conduct Treatment Intervention and Preventative Strategies (TIPS).
Ability to perform Cardiopulmonary Resuscitation (CPR) and Heimlich techniques correctly and safely according to the specifications of the American Heart Association.

Experience working with the public in a customer service capacity preferred.

Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.

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