AOS III - Admin Assistant - Release of Information Coordinator

Position Overview

Western State Hospital is seeking a full-time Admin Assistant - Release of Information Coordinator to answer all incoming requests for patient information received in the HIM Department in accordance with HIPAA Regulations, Federal Regulations - CFR Part 2, and state statutes; provide administrative support to the HIM Department; and serve as relief Transcriptionist.

Key Responsibilities

• Process Requests for Information and prepare Subpoenas and Court-ordered records All requests are to be acknowledged within an average of seven (7) working days.
• Perform clerical support to the HIM Manager and special requests as needed.
• Absorb incoming calls into the department.
• Ensure equipment maintenance to include repair calls, ordering supplies, etc., to ensure all multi-device printers/faxes are working at optimal performance.
• Check the HIM mailroom box twice daily (morning and afternoon) and distribute the mail to the appropriate parties.
• Maintain an annual schedule for the PHI Bins and communicate to designated parties the schedule so they can affix the schedule to the bins.
• Transcribe Neurology, Podiatry and/or Ophthalmology notes within 24 hours of receipt into the Transcription Queue, in the absence of the point transcriptionist.
• Absorb cataloging documents for destruction.

Qualifications

• Experience with Release of Information regulations and HIPPA Privacy regulations.
• Clerical experience in an hospital setting.
• Experience using MS Office programs (Word, Excel, Outlook).
• Strong data entry, typing, and general clerical skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Comfortable using standard office equipment (copiers, fax machines, etc.).

Additional Considerations

• High School Graduate or equivalent.
• Associates degree or higher.
• Medical Transcription Experience.

Benefits

• 13 Paid Holidays.
• 12 Vacation Days.
• 8 Sick Days.
• 4 Family/Personal Days annually.
• Low-cost, comprehensive Anthem or AETNA health insurance.
• Short & Long-Term Disability Coverage.
• Group Life and Optional Life Insurance.
• Flexible Spending Accounts (FSA).
• Exclusive State Employee Discounts.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Application Requirements

Applications and résumés for this position are accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System only.

Interview Decisions

Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you clearly and specifically detail all relevant work experience; we will not make assumptions about your qualifications.

Background Investigation

All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.

Equal Opportunity

The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.

Veteran Preference

DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We strongly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply to the state application and respond accordingly.