Texas Violent Death Reporting Records Analyst

TX-HHSC-DSHS-DFPS • Austin, TX

13d • Hybrid

About The Position

The Records Analyst III works under the Manager for the Texas Violent Death Reporting System in the Newborn Screening and Injury Prevention (NBSIP) Section. Performing routine (senior-level) work requesting and compiling data related to violent deaths (i.e., homicides, suicides) in Texas. Position will be responsible for requesting record information from Justices of the peace (JPs), Medical Examiners (MEs), and Law Enforcement (LE) agencies, and identifying pertinent information from death certificates, JP/ME and LE records. Performs records and information management work designing, evaluating, reviewing, recommending, implementing, updating, and maintaining records and information management program. The Records Analyst requests, tracks, and receives documents from new and existing data providers. The Records Analyst scans, stores, indexes, and classifies records pertaining to Texas violent deaths from data providers, which include federal, state and county agencies, health care providers, law enforcement agencies, private organizations and associations, employers, and the general public and ensuring the confidentiality of records including HIPAA; PHI (Protected Health Information), PII (Personally Identifiable Information), and ePHI (electronic Protected Health Information). Coordinates the development and implementation of records management standards and procedures for indexing, classification, retention, disposition, and protection of the Texas Violent Death Reporting System records.
Work may include:
Classifies, stores, accesses, and retrieves agency records and information.
Provides assistance to employees on a variety of matters related to records and information management.
Scans, stores, indexes, and classifies records. Gathers information to help with the identification of records to ensure that they are correctly categorized for records retention.
Coordinate, develop, and conduct records management training for agency staff.
Develop, maintain, and implement the agency’s records retention schedule.
Participate in the development and implementation of goals, objectives, policies, and priorities for the management of records.
Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

Requirements

• Graduation from an accredited four-year college or university in public health, library sciences, or related field. Experience may be substituted for the required education on a year-to-year basis.
• A minimum of one (1) year of experience with tracking documents from either: death certificates, coroner/medical examiner reports, law enforcement reports or equivalent medical/legal review, applications, insurance records, employee files, or confidential records.
• A minimum of one (1) year of experience requesting and processing of either: death certificates, coroner/medical examiner reports, law enforcement reports or equivalent medical/legal review, applications, insurance records, employee files, or confidential records.
• A minimum of two (2) years of experience working with databases related to records management and records retention such as Access or Excel ; Additionally, experience using Microsoft Office Suite desktop applications (Word, Excel. PowerPoint, TEAMS, SharePoint).
• Knowledge of foundational records management theory and practice; records management laws, regulations, rules, policies and procedures; and principles and concepts of information governance and various phases of records and information management.
• Knowledge of the design, implementation, and management of a records management program.
• Knowledge of professional records and information management theory, best practices, principles, standards, technologies and requirements.
• Knowledge of their section’s and unit’s services and operations and the records, data, and information systems that support them.
• Knowledge of departmental practices, policies and procedures.
• Knowledge of local, state, federal guidelines, laws and regulations related to records and information management including PHI; PII; ePHI; and HIPAA.
• Knowledge of the DSHS practices regarding retention schedule development.
• Skill in multi-tasking and prioritizing.
• Skill in using computers and standard desktop software applications.
• Skill in problem-solving and decision-making.
• Skill in evaluating findings and recommending changes to records management system.
• Skill in development and administering retention schedules as it pertains to record management.
• Skill in monitoring systems to examine various reports to identify, document and report unusual trends or significant changes.
• Skill in oral and written communication.
• Skill in the use of a computer and applicable software.
• Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance orally or in writing; to apply standardized information management strategies and procedures to unusual and/or critical situations; and to communicate effectively
• Ability to communicate effectively with stakeholders.
• Ability to develop and implement guidelines for record management and retention.
• Ability to stay abreast of policies, laws and changes at all levels to ensure management and retention programs remain in compliance.
• Ability to work with all levels of staff. Strong customer service orientation.
• Ability to move at least 25lbs, e.g., copy paper boxes, chairs and conference room tables with or without accommodations.
• Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance orally or in writing; to apply standardized information management strategies and procedures to unusual and/or critical situations; and to communicate effectively.
• Ability to oversee and/or supervise the work of others.

Responsibilities

• Coordinate all levels of record request processes for the TVDRS. Processes, organizes, and tracks documents from the following agencies: medical examiners, law enforcement agencies, justices of the peace, forensic pathologists, and others as it relates to violent deaths in Texas.
• Gathers information to help with the identification of records to ensure that they are correctly categorized for records retention.
• Oversee the completion and ongoing maintenance of records inventory.
• Review the effectiveness of the agency’s record-keeping practices and records management systems, and propose recommendations for improvement.
• Organizes and catalogs record requests, and reports and documents that come to the TVDRS program, either by email, fax/efax, or standard postal mail, that are received in accordance with Centers for Disease Control and Prevention requirements and state and department statutes.
• Enter all documentation received in a tracking system to catalog records received.
• Follow-up with departments and offices where records were requested by email/phone or fax as needed.
• Notification of receipt of record to abstractors in a timely manner.
• Oversees the entry and validation of all violent death reports and documents into the TVDRS tracking system.
• Ensure that all cases in the SharePoint TVDRS tracking system have been requested from law enforcement and medical examiner/justices of the peace.
• Provide continuous quality improvement to the tracking system.
• Work to identify additional needs or gaps in the tracking system and make recommendations of how these can be resolved.
• Identifies and transfers inactive records including preparing records for storage or destruction.
• Prepare administrative reports, studies, and specialized research projects.
• Provide assistance with developing and conducting surveys, inspections, or reviews to determine compliance with records management requirements, laws, regulations, policies, and procedures.
• Identify vital records, and create and maintain the agency’s vital records protection and disaster recovery plans.
• Manages the electronic storage of medical examiner/justice of the peace and law enforcement documents in accordance with HIPAA, PHI and ePHI regulations with administrative support with the management of confidential records.
• Create, propose and implement recommendations for improvement to the current record-keeping processes and practices as the subject matter expert.
• Participate in the development and implementation of goals, objectives, policies, and priorities for the management of records.
• Develops and deliver records management training and materials to TVDRS staff including standards and procedures as needed.
• Provides assistance to employees on a variety of matters related to records and information management.
• Assists the TVDRS team as a back-up data analyst to abstract violent death data and enter information into the CDC National Violent Death Reporting system.
• Coordinate, develop, and conduct records management training for agency staff.
• Review the effectiveness of the agency’s record-keeping practices and records management systems and propose recommendations for improvement.
• Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
• Receives open records requests and coordinates with legal counsel and other employees to gather appropriate records and/or respond in accordance with the Public Information Act.
• Performs related work as assigned

Benefits

• insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level