Regional Administrative Assistant
About The Position
Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage. The Administrative Assistant IV performs advanced administrative support work to track, prepare, interpret, and distribute information for multiple programs within the OIG Surveillance Utilization Review (SUR) division. This position is responsible for coordinating the flow of information through all stages of the review work. Work performed includes communication with OIG leadership, nurses, contracted entities, providers, and other stakeholders to support division outcomes. This position has considerable latitude for the use of initiative and independent judgement and may provide guidance and support to others. Under the general supervision of the Regional Manager, the Administrative Assistant IV prepares, interprets, and distributes information concerning division programs and procedures, and provides administrative support to the directors, managers, and nursing staff. Coordinates with nursing staff for signature approvals on documents and reports.
Requirements
- Graduation from an accredited high school or GED.
- Five years of experience in advanced administrative support work or the technical program area.
- Knowledge of relevant programs, policies, and procedures; of the methods, principles, and practices of the agency related to local, state, and federal laws, regulations, administrative policies, and procedures.
- Knowledge of Records management coordination.
- Skill in identifying problems, evaluating alternatives, and implementing solutions.
- Skill in working collaboratively and cooperatively with diverse groups.
- Skill in organizing, managing, and prioritizing tasks, schedules, projects, and reports.
- Skill in using technology, such as MS Office including Excel, MS Outlook, Outlook calendar, internet research, and Adobe Pro.
- Ability to analyze, interpret, and prepare documents and correspondence and solve work problems.
- Ability to manage a variety of tasks and priorities in a changing environment.
- Ability to make independent decisions affecting the operation of administrative services functions.
- Ability to monitor project progress and track milestones.
- Ability to maintain discretion and confidentiality.
- Ability to exercise sound judgment in making critical decisions.
- Ability to analyze project-related information and work with a team to develop plans addressing identified issues.
- Ability to work independently and gather information from a variety of sources.
- Ability to establish goals and objectives.
- Ability to prepare and maintain records, files, and reports.
- Ability to communicate effectively both verbally and in writing.
- Ability to work and complete tasks in a hybrid work environment.
- Ability to establish and maintain positive and effective working relationships with staff at all levels of the organization, internal and external stakeholders
Nice To Haves
- An associate’s degree is preferred, work experience considered in lieu of education in a field related to program area preferred.
Responsibilities
- Initiating and maintaining process for hospital utilization reviews (HUR) and nursing facility reviews (NFUR); requests records from providers and tracks associated due dates; verifies accuracy of records and organizes records for review by clinical staff; maintains electronic organization and filing system in accordance with division requirements; tracks review status through the use of system reports and takes action based on reports as needed, including but not limited to sending documents for referral to coders and contracted physicians; Coordinates and tracks employee training, required employee certifications, and review schedules; prepares, reviews, and revises documents for accuracy and clarity prior to distributing to external parties; Researches and responds to external inquiries both verbally and in writing.
- Maintains documentation of all review outcomes in electronic filing system; Validates completeness of work folders upon review completion; responds to documentation requests as needed from internal and external entities; performs special assignments and tasks as directed by OIG leadership.
- Provides prompt response and updates to management regarding status of requests for records and reviews sent to physician consultants and coders; Prepares and submits reporting on a routine and ad hoc basis; Trains and monitors new administrative staff and assists in training nurse reviewers.
- Assists in establishing, updating, and implementing division policies and procedures; escalates issues to management as needed; provides input and feedback for potential process improvements or efficiencies in SUR.
- Performs other duties as assigned. Keeps manager informed as required or as necessary.
Benefits
- 100% paid employee health insurance for full-time eligible employees
- a defined benefit pension plan
- generous time off benefits
- numerous opportunities for career advancement
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
