Administrative Specialist III - Medical Records & Administration
- Summary
Public Health's Sexual Health Clinic at Harborview is looking for a Full-Time Administrative Specialist III to assist with medical record work and administration in the STD Clinic. This Administrative Specialist III will report to the Health Services Administrator. This position collaborates with clinic management, privacy/compliance staff and other clinics to ensure safe and efficient service delivery. This position has primary responsibility for ensuring that the maintenance of health records at the STD Clinic complies with department and government guidelines. The Health Records Administrative Specialist III position also plays a key role supporting ongoing clinical operations, focusing on records management, quality assurance activities, cash management and other administrative support functions, including scheduled records purge activities. This position is expected to last until the end of 2021.
WORK LOCATION: Harborview Medical Clinic - STD Clinic at 908 Jefferson St. Seattle, WA
WHO MAY APPLY: This position is open to the general public.
For Special Duty Assignment interest, you must be a Career Service, Career Service Exempt or other regular (non-temporary) employees in King County who have completed their initial County probation. You must have supervisor approval prior to taking a Special Duty Assignment.
MATERIALS NEEDED: Candidates for this position are required to submit the complete online application form with answers to the attached supplemental questions and a cover letter. The cover letter should clearly demonstrate how you meet the listed required and desired qualifications of the position and the reason of your interest.
WORK SCHEDULE: Monday through Friday between 7:30 a.m. and 4:00 p.m. Work days and hours will vary based on business need.
CONTACT: For questions about the application process, please contact Angela Brown at abrown@kingcounty.gov
APPLICATION PROCESS: Applications will be reviewed after the job posting closes. The following items are required to be considered for this vacancy:- NEOGOV/Government Jobs on-line or paper application
- Supplemental questions
- Cover letter which details how you meet or exceed the qualifications.
- Copy and paste one or more documents into the text resume section of the application.
- Attach multiple documents/files in the resume/attachment section.
Your application may be rejected as incomplete if you if you do not include the standard information in the application, include relevant information only on the resume or cover letter, or if you reference "see resume" on your application. You must completely fill out the application with your relevant education and work experience.- Job Duties
- Has direct oversight of the day to day operations of medical records activities at the STD Clinic. This includes monitoring accuracy and performance, ensuring all HIM targets are met which support efficient clinical operations.
- Serves as the custodian of clinical cash incentive fund(s) and supports and backs up patient service specialist team with daily cash deposits and securing clinical funds.
- Participates in the planning of ongoing staff development programs focused on improving the quality of our service around HIM.
- Provide ongoing feedback to staff to assure an accurate medical record system
- Addresses critical HIM supply needs within designated area and monitors and resolves any HIM related issues.
- Within the STD Clinic, act as a resource to clinicians and other providers related to documentation and other health information related issues.
- Maintain Clinic forms and phone list, employee home/emergency contact information, clinic map
- Provide administrative support to Clinic Manager, Director-HIV/STD Program, STD Program co-Medical Directors; and Deputy Director-HIV/STD Clinical Support Services
- Provide operational support to Clinician Co-Leads
- Provide general administrative support to STD Clinic staff
- Prepare quarterly meeting schedules, reserve conference rooms, assist other PH departments with room reservation as needed and ensure that all standing meeting reservations are continuous.
- Create Doodle Polls and/or assist with setting up meetings
- Manage calendar for Director-HIV/STD Program
- Experience, Qualifications, Knowledge, Skills
- Demonstrated ability to perform and lead daily HIM operations at the site.
- Ability to demonstrate application of health records management and maintenance principles in both paper and electronic formats.
- Demonstrated ability to develop and execute a QA process with staff.
- Demonstrated ability to communicate effectively, both orally and in writing with patients, staff, and providers.
- Knowledge of various filing systems, including terminal digit and other health information management operations.
- Demonstrated knowledge and ability to comply with HIPAA, Federal and State regulatory principles and guidelines.
- Demonstrated knowledge of proper release of patient information including understanding of Federal and State laws and regulations that govern the release of information (ROI).
- Demonstrated knowledge and ability to apply various records retention guidelines.
- Proficient in the use of Microsoft Office applications, to include but not limited to Word, Excel and Outlook. Applicants may be tested on these applications.
- Demonstrated ability for detail oriented work and computer data entry skills
- Demonstrated ability to maintain high levels of accuracy while working quickly to complete multiple duties.
- Must be able to work in a fast-paced environment.
- Demonstrated knowledge of and ability to use basic office equipment.
- Demonstrated experience with cash handling and management.
DESIRED QUALIFICATIONS:- Current Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) credential or the ability to successfully pass the American Health Information Management Association (AHIMA).
- Work experience in an organization that has an electronic health records system.
- Work experience at a site or organization level that involves participation in, and/or leading the implementation of an electronic health record.
- Work experience with cash management.
- Supplemental Information
- The selected candidate will be required to pass a thorough background investigation.
- Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
- Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time.
UNION AFFILIATION:
This position is represented by Professional and Technical Engineers, Local #17.
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:
- Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
- Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
- Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
- Transportation program and ORCA transit pass
- 10 paid holidays each year (plus 2 personal holidays)
- Generous vacation and paid sick leave
- Paid parental leave, family and medical leaves, and volunteer leave
- Flexible Spending Account
- Wellness programs
- Onsite gyms and activity centers
- Employee giving program
- Employee assistance programs
- Flexible schedules and telecommuting options, depending on position
- Training and career development programs
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails. Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.
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01Please indicate the length of your experience working in a clinic, dental or medical office.
- None
- Minimal (less than a year)
- Some (1 to 2 years)
- Considerable (3 to 6 years)
- Extensive (more than 6 years)
02If you do not have experience working in a clinic, dental or medical office, please describe the experience you consider to be transferable to a public health clinic setting. Please indicate where this experience was gained and the length of time worked. If you do not have this experience, type "N/A". If your answer is, "see resume" or "see cover letter", this will be considered incomplete.03Do you have demonstrated experience managing and processing release of information and releases of medical records?- Yes
- No
04If you answered "yes" to question #3, please provide examples of where you gained your experience. Also, describe the experience and the steps involved in the process. If you answered "no", type "N/A". If your answer is, "see resume" or "see cover letter", this will be considered incomplete.05Please indicate the length of your hands-on experience using electronic health record systems.- None
- Minimal (less than a year)
- Some (1 to 2 years)
- Considerable (3 to 6 years)
- Extensive (more than 6 years)
06Describe your experience using a hybrid or electronic health record and the procedures taken when processing and tracking the release of healthcare records. What tracking system/mechanism was used when processing releases? Be specific and include where this experience was gained. If you have no experience, type "N/A". If your answer is, "see resume" or "see cover letter", this will be considered incomplete.07Do you have demonstrated experience working on several projects simultaneously?08If you answered "yes" to question #7, please describe your experience with working on several projects simultaneously. Include where this experience was gained. If you answered "no", type "N/A". If your answer includes, "see resume" or "see cover letter", this will be considered incomplete.09Do you have cash handling experience?- Yes
- No
10If you answered "yes" to question #10, please describe your cash handling experience. Include where you gained this experience and how you ensured accuracy. If you answered "no", type "N/A". If your answer includes "see resume" or "see cover letter", this will be considered incomplete.Required Question