HIM Specialist - Scheduler

Virginia Information Technologies Agency • Petersburg, VA

4d • Onsite

About The Position

Central State Hospital (CSH) is a 277 bed Joint Commission accredited
psychiatric inpatient facility located in Petersburg, Virginia. CSH has proudly
been serving citizens of the Commonwealth since 1870, when we opened our doors
as the first psychiatric hospital in the country dedicated to the treatment of
African Americans. A new and modern CSH is currently under construction on the
same property, with a scheduled completion date of 2027.

CSH maintains the only maximum-security treatment facility in the state (111
beds). We also have 166 beds available for individuals in the community who need
inpatient care, as well as individuals in the criminal justice system. We
believe that treatment should be holistic and focused on the person’s individual
needs, recognizing that recovery is not linear or the same for every person.
Treatment modalities may include medication, evidence-based group and individual
therapy, peer support, psychosocial rehabilitation, vocational training,
preparation for court, and treatment for substance use.

Central State Hospital is recruiting for a HIM Specialist – Scheduler to join
our Health Information Management team in a dynamic behavioral health hospital
setting. This position is responsible for coordinating external patient medical
appointments through daily review of Revenue Cycle requests, scheduling with
external consultants, entering appointment details accurately, and monitoring
the Discern Reporting Portal for updates. The role includes exporting and
organizing pertinent health information from the electronic health record (EHR)
to accompany patients to appointments, following up with consultants to obtain
results and recommendations, routing documentation for scanning, monitoring
Message Center communications, maintaining appointment binders, and collecting
HIM mail from designated buildings. The HIM Specialist – Scheduler also performs
document scanning and quality control functions, including preparing and
labeling documents, verifying records to prevent duplication, scanning using
proper note types and naming conventions, requesting clinician electronic
signatures, and conducting quality checks. Additionally, the position supports
compliance through comprehensive admission, monthly, and discharge audits to
ensure adherence with Joint Commission, federal, state, local, and facility
regulations; tracks deficiencies using the Deficiency Application; communicates
documentation needs to clinicians; sends weekly deficiency notices; assists the
Release of Information Officer with authorized record requests; and may perform
other duties as assigned, including supporting agency or state operations during
emergency declarations.

Requirements

• Excellent organizational skills as well as oral and written communication skills.
• Detail oriented.
• Possess knowledge and ability to utilize an electronic health record application for auditing and importing / exporting data.
• Experience using Microsoft Word, Excel and Outlook.
• Must be able to apply independent judgment and discretion when dealing with highly confidential and sensitive matters.
• Understand and apply HIPAA regulations.
• Clerical experience required.
• Experience using EHR systems to include scheduling applications, MS, and database applications.

Nice To Haves

• Experience working as an HIM Specialist / Medical Record Clerk in a hospital setting.

Responsibilities

• coordinating external patient medical appointments through daily review of Revenue Cycle requests
• scheduling with external consultants
• entering appointment details accurately
• monitoring the Discern Reporting Portal for updates
• exporting and organizing pertinent health information from the electronic health record (EHR) to accompany patients to appointments
• following up with consultants to obtain results and recommendations
• routing documentation for scanning
• monitoring Message Center communications
• maintaining appointment binders
• collecting HIM mail from designated buildings
• performing document scanning and quality control functions, including preparing and labeling documents, verifying records to prevent duplication, scanning using proper note types and naming conventions, requesting clinician electronic signatures, and conducting quality checks
• supporting compliance through comprehensive admission, monthly, and discharge audits to ensure adherence with Joint Commission, federal, state, local, and facility regulations
• tracking deficiencies using the Deficiency Application
• communicating documentation needs to clinicians
• sending weekly deficiency notices
• assisting the Release of Information Officer with authorized record requests
• supporting agency or state operations during emergency declarations

Benefits

• DBHDS offers a comprehensive benefits package, including your choice of health plans, paid life insurance, retirement plans, 13 paid holidays, annual leave, family personal leave, sick leave, employee discount programs, and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees