Grievance and Healthcare Request Specialist

State of Utah Office of the Governor • Salt Lake City, UT

6d • $15 - $29 • Onsite

About The Position

The Office Specialist II is a critical role within the Administrative Services team designed to ensure facility compliance with mandatory National Commission on Correctional Health Care (NCCHC) standards. This position primarily oversees the digital record-keeping workflow by processing and scanning high-volume healthcare documentation, thereby removing administrative burdens from clinical staff so they can focus on direct patient care.

Requirements

• Proven experience accurately processing a high volume of physical and digital records (e.g., managing a daily workflow of over 120 time-sensitive documents)
• Demonstrated technical capability to efficiently operate commercial high-speed scanning equipment, batch files, and navigate digital document-management databases
• Exceptional attention to detail with a verifiable ability to cross-reference physical documentation against logs, identify indexing errors, and maintain strict data integrity
• Experience maintaining administrative logs, tracking operational metrics, and compiling basic data summaries into organized tables or spreadsheets for leadership review
• Ability to handle sensitive written correspondence, draft formal memos, and route internal communications professionally within a complex administrative team environment

Nice To Haves

• Prior exposure to working within a medical, correctional, or human services environment, providing the contextual background needed to understand facility operations and patient dynamics
• Trainable familiarity with the National Commission on Correctional Health Care (NCCHC) digital record-keeping mandates, medical grievance tracking timelines, and patient communication standards
• Knowledge of, or immediate trainability on, the specific legal workflows, timelines, and redaction requirements necessary to fulfill Utah public record requests (GRAMA) and corrections data requests (UDOCA)
• Ability to master the facility’s specific Electronic Health Record database and troubleshoot basic data interface issues between staff input methods and the permanent record system

Responsibilities

• Retrieve written HCRs from designated facility boxes, verify the physical count against the night charge nurse's collection logs, and flag any discrepancies before scanning
• Scan in healthcare requests
• Analyze and present on monthly Administrative Services and Clinical staff data
• Send memos out to our patients following appointment with provider instructions or follow up
• Open, assign, review and close out medically related grievances
• Review scanned documents in the electronic health record (EHR) to ensure images are clear, legible, and correctly indexed to the individual patient's permanent file
• Document the volume of administrative tasks offloaded from clinical staff (CNAs, EMTs, and nurses) to help leadership measure improvements in clinical efficiency
• Support the Division in maintaining NCCHC accreditation

Benefits

• Job Stability: Enjoy the security and reliability of employment within a well-established organization.
• Career Growth: Develop valuable skills and gain opportunities for leadership within a large organization.
• Meaningful Work: Contribute to an important service that benefits the community and supports organizational goals.
• Supportive Work Environment: Be part of a team that values cooperation, strong work ethics, and mutual support.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed