DSHS BHHA Forms and Records Analyst 3
About The Position
As a Forms and Records Analyst 3, you will coordinate complex records requests, legal discovery, records retention, and information-management activities across BHTC programs. Behavioral Health Treatment Centers provides behavioral health treatment and restoration services across multiple programs and locations. BHTC serves residents participating in competency restoration, residents found not guilty by reason of insanity, and residents receiving services under civil commitment. BHTC supports recovery, resilience, rehabilitation, restoration, and successful transition to the next appropriate setting. You will work with staff from competency restoration, not guilty by reason of insanity, and civil programs, along with agency partners, attorneys, courts, Public Disclosure, Privacy, Legal Services, and community partners. You will help ensure records are accurate, secure, complete, and managed according to approved requirements. You will also advise leadership on complex records issues, improve records processes, and help staff use forms and records systems consistently.
Requirements
- Bachelor’s degree and two years of experience in forms and/or records management, OR High school diploma or equivalent and six years of experience in forms and/or records management.
- Equivalent education/experience will substitute year for year.
- Must pass typing and communication tests which will be conducted prior to an appointment to this position.
Responsibilities
- Coordinate complex public records requests, subpoenas, discovery requests, and other legal records matters across BHTC programs and locations.
- Review each request, clarify its scope, identify record holders, and establish search and review steps.
- Collect, organize, track, and securely transfer responsive electronic and paper records.
- Document searches, consultations, decisions, deadlines, and records provided.
- Coordinate medical-record portions of requests with authorized health-records staff, Privacy, Legal Services, or the Public Disclosure Office.
- Monitor records-retention requirements and coordinate transfer, storage, migration, archival preparation, and authorized disposition.
- Ensure legal holds and records holds are followed.
- Identify records-system problems and recommend practical solutions.
- Develop and maintain forms, procedures, job aids, tracking tools, and records repositories.
- Serve as an administrator for BHTC SharePoint document libraries that contain approved forms, policies, procedures, and manuals.
- Compile records information and reports for BHTC leadership, courts, and other authorized parties.
- Provide guidance and training to staff on records processes, secure handling, retention, and documentation.
- Consult with leadership about complex, sensitive, or high-risk records matters.
- Escalate questions requiring legal, privacy, clinical, or public-disclosure decisions to the appropriate authority.
- Provide limited records-related backup support to an Admissions Coordinator when assigned and consistent with the approved position description.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
