DSHS WSH Office Assistant Lead

Western State Hospital in Lakewood, WA is seeking an Office Assistant Lead to support daily operations with strong organizational skills and attention to detail. This role involves managing medical documentation and records while providing leadership to Office Assistant staff. Opportunities performed on-site at least three days a week may qualify for an additional 5% premium pay. Pierce County employees are eligible to receive an Orca Card for transportation needs.

Responsibilities

• Create and maintain medical records, files, forms, databases, reports, audits, logs, and manuals within established guidelines while safeguarding each patient’s clinical record to ensure protection of healthcare information.
• Provide real-time training, direction, and coaching to Office Assistant 3 staff on medical record maintenance, policy, and procedures.
• Conduct ward audits as needed to assist with standardization of all medical records across wards.
• Provide hospital-wide HIMS PHI chart control pickup and delivery.
• Assist credential staff with records requests and copying.
• Prepare and schedule initial treatment plans and ETCs, update treatment plans, and input dates of completed ETCs and treatment plans in Cache.
• Review all documented work of clinical staff to ensure completeness by verifying dates and signatures.
• Ensure all patient records have a current Court Order filed in their medical chart following the GOR working chart order.
• Conduct receiving and sorting of incoming ward and patient mail and delivery of outgoing mail to the center’s designated mail area.
• Respond to inquiries from Office Assistant 3 staff regarding filing, forms, and other needs.
• Respond to inquiries regarding general ward services, information, and procedures.

Requirements

• High school equivalent graduation and two years of clerical experience, including experience directing the work of others.
• Demonstrated ability to work with people who experience behavioral health issues.
• Demonstrated skills in the operation of computers and Microsoft Office programs.
• Knowledge or experience with HIPAA/PHI and maintaining medical records.
• Excellent customer service, attention to detail, and communication skills.
• Ability to maintain strict confidentiality.
• Ability to positively contribute to a diverse and effective team environment.

Schedule

6:30 AM – 3:00 PM, Monday – Friday

Pay

Advertised salary with potential for an additional 5% premium pay for on-site work (minimum three days per week).