DSHS WSH Office Assistant 3
About The Position
The Office Assistant 3 works at Western State Hospital (WSH) in Lakewood, Washington, within Health Information Management Services (HIMS). The position provides ward-clerk and clerical support to interdisciplinary treatment teams on an assigned ward and, as needed, a sister ward. It is responsible for maintaining standardized medical records in compliance with federal and state regulations and hospital policies, procedures, guidelines, forms, and manuals, while safeguarding patients’ protected health information (PHI) throughout their stay at WSH. The role supports ward operations by preparing admission and discharge paperwork, processing and maintaining clinical-record documents, completing data entry and reports, and managing patient and ward mail. It also includes ensuring required court orders are filed in patient charts and preparing, assembling, printing, and filing clinical-record documentation. The position is performed on-site at Western State Hospital.
Requirements
- High school diploma or equivalent.
- Two years of clerical experience.
- Ability to work with or around people in an inpatient behavioral health setting.
- Ability to work and communicate effectively with a multidisciplinary medical staff team.
- Typing speed of 40 words per minute.
- Knowledge of Microsoft Office programs.
- Proficiency in written and verbal English.
- Knowledge of medical-record forms procurement and distribution procedures and records-retention procedures.
- Commitment to equity, anti-racism, and social justice in work with DSHS.
- If driving on state business, a valid driver’s license is required; employees using a privately owned vehicle on state business must have liability insurance for that vehicle.
- Applicants must provide an updated resume and three professional references with contact information.
Responsibilities
- Perform a wide variety of clerical activities and tasks.
- Support smooth ward operations, including preparing admission and discharge paperwork for new and discharging patients.
- Process clinical-record documents, including legal information, and ensure records are secure, standardized, accurate, maintained, and up to date.
- Complete required data entry and compile spreadsheets and weekly or monthly reports for ward staff and quality assurance monitors, including discharge, admission, and transfer-to-jail information.
- Post documents to be sent to the HIMS department.
- Complete clinical-record printing, filing, data entry, composition, and data extracts.
- Accurately keyboard documentation for medical records.
- Ensure patient records contain a current Court Order filed according to the GOR working chart order; file updated Court Orders received from a Psychologist or In & Out Reports.
- Receive and sort incoming ward and patient mail and deliver outgoing mail to the center’s designated mail area.
- Prepare and assemble required documentation.
- Perform other duties as assigned.
Benefits
- Eligible Pierce County employees may receive an ORCA Card for transportation needs.
- On-site work at this location at least three days a week may qualify for an additional 5% premium pay in addition to the advertised salary.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
