Administrative Asst IV - Master Records Coordinator

TX-HHSC-DSHS-DFPS•San Antonio, TX

4d•Onsite

About The Position

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence. The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you! The Master Records Coordinator performs advanced (senior-level) administrative support to assure the overall quality/integrity of the record system of the State Supported Living Center (SSLC) and reports directly to the Quality Assurance Director. Work involves coordinating the dissemination of information, development of filings systems, and coordinating internal administrative support work. The Master Records Coordinator supervises the Unit Clerks. Works under limited supervision with considerable latitude for the use of initiative and independent judgement. The Master Records Coordinator also serves as the facility HIPAA Coordinator, CARE Coordinator, RadPlus Coordinator, and Facility ICD-10-CM coder.

Requirements

Knowledge of office practices and administrative procedures.
Skill in use of personal computers and software applications in a windows environment (Word, Excel, PowerPoint, Access, Outlook, RadPlus, Codelink, CARE)
Ability to maintain filing systems
Ability to handle and safeguard sensitive and confidential information.
Ability to work independently and to exercise judgment in making administrative and technical decisions.
Ability to develop/implement administrative procedures and to evaluate their effectiveness; and to interpret complex rules, regulations, policies and procedures.
Ability to understand and follow verbal and written instructions.
Ability to communicate both in writing and verbally.
Ability to establish and maintain effective working relationships with supervisors and coworkers.
Proven ability to supervise the work of others.
Graduation from an accredited high school or GED, plus three (3) years of work experience in a field related to the duties of a records coordinator. Each year (30 semester hours) of accredited college work in a related field may substitute for the required work experience on a year-for-year basis.
At least one year's experience supervising others.
Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/Entities (LEIE).
Males between the ages of 18 – 25 must be registered with the Selective Service.
All State Supported Living Center Employees are subject to Random Drug Testing.
All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

Nice To Haves

Preferred education – Associate’s degree in Health Information Management Program, certification as a Registered Health Information Technician or comparable work experience in medical records administration.

Responsibilities

Attends work on a regular basis and may be required 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.
Provides developmental guidance and oversees the implementation and maintenance of the State Supported Living Center Unified Recordkeeping System.
Provides proper ICD-10-CM codes for all Medicare billing forms, Annual Physicals and requested lab procedures.
Updates and implements policies and procedures in order to ensure compliance with HHS Recordkeeping requirements.
Processes all SSLC record requests. Coordinates and directs the copying and preparation of records to ensure the request requirements are met and records maintained according to guidelines. Establishes and maintains systems to track requests.
Coordinates the review of a sample of records per month, the number to be determined by facility need but not less than 5 records per month, to ensure records are in order and retention schedules are followed. Works with management to develop plans of correction related to deficiencies noted in audits. Coordinate progress on plans of correction and prepare status reports for the SSLC Management.
Coordinates in-service with staff responsible for consumer records and assists in training Personal Support Teams and others on the Unified Recordkeeping system, maintenance and use in making treatment and training decisions.
Coordinates monthly posting of guardianship list on the share directory.
Coordinates the monitoring of the Personal Support Plan meeting schedule to assure that a Living Option form is received and entered into CARE within 3 days of the Support Plan Meeting.
Coordinate the data entry of MRRC Assessments, Client Diagnostics, Living Options and New Generation Medication Changes.
Performs special assignments at the request of the supervisor in order to further SSLC goals.
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.

Benefits

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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