Office Support Specialist I - Medical Records - Recovery from Addictions Program

Commonwealth of Massachusetts • Taunton, MA

4d • Onsite

About The Position

The Recovery from Addictions Program (RAP) operated by the Department of Mental Health (DMH) is seeking a dynamic, self-motivated, and experienced individual to function as the Office Support Specialist (OSS) for the Health Information Services Department. The selected candidate will be responsible for the daily census and perform a variety of administrative functions. This includes answering phones, printing ID cards, auditing MHIS activity, analyzing inpatient and discharge medical records for compliance with RAP, Joint Commission, and DMH requirements, responding to requests for information in a timely manner, and providing backup support to other OSS roles. The position is 37.5 hours per week on the 1st shift (8:00 AM to 4:00 PM), Monday through Friday, with days off on Sunday and Saturday.

Requirements

• Ability to communicate effectively.
• Ability to use proper grammar, punctuation, and spelling.
• Knowledge of the English language, including spelling, word meaning and word usage.
• Ability to proofread material for grammatical, spelling, punctuation, and proper format.
• Ability to understand and apply the laws, regulations, and policies that apply to the release of confidential information.
• Ability to operate standard office equipment including computers, photocopiers, scanners, and fax machines.
• Knowledge of Microsoft Office Suite and software programs to support program.
• Ability to follow oral and written instructions.
• Ability to learn medical record coding systems.
• Ability to concentrate on detailed work in a noisy, crowded work environment (inpatient units).
• Ability to work independently, and in teams.
• Physical ability to file and retrieve records from satellite filing areas; must be able to lift and move 40 lbs.
• Ability to establish and maintain harmonious working relationships with all levels of program personnel.
• At least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below: I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience. II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. Educational substitutions will only be permitted for a maximum of two years of the required experience.

Nice To Haves

• Ability to perform a variety of job tasks simultaneously, and flexible to changing priorities and demands.
• Strong communications and interpersonal skills, with ability to provide clear information and reports.
• Solid workload organization and problem-solving skills; capacity to balance workload.
• Working knowledge of all Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint; Tableau software experience a plus.

Responsibilities

• Assists with medical record dept. functions including census reconciliation, MHIS data entry, record analysis, diagnosis coding and filing as needed.
• Analyzes discharged medical records at prescribed time intervals to assure that all RAP, Joint and DMH certification documentation requirements are met.
• Composes written communications to the professional staff and discipline chiefs to enlist cooperation in correction of documentation deficiencies; communicates face to face with professional staff.
• Compiles and disseminates statistical information concerning medical record deficiencies and completes special research projects for supervisor.
• Uses reference materials appropriately and efficiently to facilitate accuracy, clarity and completeness or reports.
• Verifies patient information for accuracy and completeness.
• Formats reports according to established guidelines.
• Uses designated equipment effectively, skillfully, and efficiently.
• Responds in a timely manner to requests for information.
• Applies knowledge of laws and regulations governing the release of confidential information and exercises sound judgment to assure that patients’ rights are protected – e.g., reviews request for proper authorization, assures that court orders are valid.
• Prioritizes work to assure that urgent requests are processed quickly.
• Composes letters to requestors explaining laws / regulations / requirements governing the release of information.
• Retrieves medical records; scans records for sensitive information requiring special authorization for release.
• Records and types minutes for various center wide committees.
• Assist with coverage for OSS II and OSS I.
• Assist in managing office supplies for the department.
• Will possess a working knowledge of patient rights (per 104 CMR 3.10 and Recovery from Addictions Program’s Manual as applicable) and will advocate for patients, especially for those who are to some degree, considered incapable of self-advocacy.
• Other duties as assigned by supervisor.

Benefits

• Comprehensive Benefits
• Outstanding suite of employee benefits that add to the overall value of your compensation package.
• Work experience that supports you, your loved ones, and your future.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree