Records Technician - Records Management Center (Technician II) - HFEMSD

State of Colorado•Denver, CO

7d•Hybrid

About The Position

The Health Facilities and Emergency Medical Services Division (HFEMSD) is responsible for overseeing and enforcing federal and state statutes and regulations for a wide range of healthcare facilities and services in Colorado. This includes hospitals, clinics, ambulatory surgical facilities, renal dialysis centers, emergency medical services providers, trauma centers, and long-term care facilities. The division licenses, certifies, and surveys these entities, manages patient safety and quality programs, recognizes EMS education programs, and certifies EMS providers and licenses air ambulance services. The Records Management Center, within the Office of Policy, Enforcement, and Records, manages HFEMSD's official state records, encompassing their creation, maintenance, use, storage, retrieval, destruction, and security. These records are accessed by various internal and external stakeholders, including division staff, the broader Department of Public Health and Environment, other government agencies, and the public. This specific position supports the daily operations of the Records Unit by assisting with records management, organization, and accessibility, thereby enhancing the efficiency of the Division’s records management processes. The role involves processing, indexing, and maintaining records, supporting quality assurance of record submissions, digitizing documents, and coordinating records retrieval and disposition. Under the guidance of the Records Manager, the Technician II ensures records are accurately maintained, properly stored, and readily available for internal operations and public requests.

Requirements

Two (2) years of relevant experience in records, handling personal identifying information, maintaining HIPPA compliance, data entry, or scanning.
OR A combination of related education in disciplines such as in Health Care Administration, Public Administration, Library Science, and Business Administration and/or relevant experience in records, handling personal identifying information, maintaining HIPPA compliance, data entry, or scanning equal to two (2) years.
Must substantiate minimum qualifications when filling out the Work Experience section of the application.
Proficiency in fundamental computer skills such as navigating operating systems, using basic software applications, and communicating through email is required.
Thoroughness when performing work and conscientiousness in attention to detail.
Ability to gather relevant information; identify and analyze problems using sound reasoning to arrive at conclusions.
Ability to analyze the information and reach logical well supported conclusions.
Ability to analyze information from a variety of different sources/systems.

Nice To Haves

Prior experience working in a healthcare office.
Strong attention to detail.
Ability to learn information and apply to a variety of different scenarios.
Experience and proficiency in word processing and able to use current communication technology.
Model high standards of honesty, integrity, trust, openness and respect for individuals.
Interpersonal and Conflict Management Skills- Displays understanding, courtesy, tact, empathy and concern; develops and maintains effective relationships; deals skillfully with people who are difficult, hostile or distressed; effectively manages and resolves conflicts, confrontations and disagreements in a positive and constructive way; does not avoid conflict when it can produce better solutions.

Responsibilities

Ensures that records are accessible to staff by digitizing and storing them in the correct location.
Provides quality control to verify that records are complete and reaches out to program staff or Records Center staff to secure any missing information.
Assists with disposition of records to support the Records Center’s efforts to maintain records in accordance with the applicable retention requirements.
Ensures that records are accessible to staff by accurately recording what is held in off-site storage and tracking the location of records that are retrieved for review on-site.
Provides quality control to verify that records are complete and reaches out to program staff or Records Center staff to secure any missing information.
With the guidance of the Records Manager and Records Technician III, identify and collect records responsive to public records requests, including CORA requests, FOIA requests, Find and Compare facility inquiries, media requests, investigations and interagency requests.
Collect records in a central location and share them for review by team members.
Attends meetings, serves on task forces or teams, completes projects, and performs other duties as assigned by the supervisor.