Administrative Asst I
Are you ready to be professionally challenged? Are you looking to be part of a
dynamic team of engaged and committed professionals? Then the Health and
Specialty Care System (HSCS) may be just the place for you! The State
Hospital System, under the HSCS is comprised of nine psychiatric hospitals
located throughout the state and one youth residential psychiatric center in
Waco. The HSCS is a hub of excellence for forensic mental health and
complex psychiatric care, with all facilities accredited by The Joint
Commission. The hospitals provide state-of-the-art treatment that is recovery-
oriented and evidence-based. Whether in a direct-care or support role, your
contribution will make a difference in the life of a Texan. Apply now to join our
team.
The Unit Administrative Assistant I performs entry-level administrative support work. Work involves disseminating information, maintaining filing systems. Performs administrative support work for the medical staff providers, including but not limited to, typing general correspondence for professional scheduling, attending and preparing minutes for professional meetings, case conferences, and dangerous review board meetings. Work involves compiling and tabulating data, checking documents for accuracy, transporting documents, and maintaining files for the unit. Supports Medical Staff providers and recovery teams by scheduling meetings, maintaining a tickler of tasks to be performed, and providing supporting documents and reminders to ensure work is timely and complete. Works under the supervision of the unit Administrative Assistant II, with minimal latitude for the use of initiative and independent judgment, and follows the directions of the Medical Staff Coordinator to support the Medical Director in performing his/her duties. The Administrative Assistant I has no financial responsibility but is accountable for assigned property. Must understand that duties, location of job assignment, and shift pattern are subject to change as determined by the administration to meet the needs of the hospital. They will maintain a level of care for all patients. Must understand that duties may include exposure to blood or other potentially infectious materials. Supports the mission and vision of the facility. Employee actively participates and/or serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.

Essential Job Functions:
Attends work on regular and predictable schedule in the accordance with agency leave policy and performs other duties as assigned.
1)Provides Recovery Team support to meet time frames and documentation requirements established in policy. Measures: Creates a schedule of recovery team meetings based on policy using a computerized tickler file; adds patients to the schedule based on events/data that trigger called meetings in policy and as directed; ensures required documentation and patient charts are available in the meetings; summarizes recovery team meetings and enters information into CWS; creates to do lists for providers from meeting discussion; reminds physician to validate in CWS; meets all required time frames.
Provides Medical Staff providers with support to meet time frames and documentation requirements established in policy. Measures: Creates a schedule of provider meeting/documentation based on policy using a computerized tickler file; adds patients to schedule based on events/data triggering provider response and on tasks requested in meetings; coordinates schedule with ward and escorts patients to provider; obtains medical staff signatures on paper documents and informs provider of electronic orders needing validation; maintains provider billing logs, notifies provider of any documentation or corrections required for appropriate billing, and makes billing entries.
Audits, files and thins medical record documents and prompts completion of documentation tasks to ensure compliance with policy. Measures: Audits patient records to maintain compliance with documentation requirements, update ticklers and other logs, and thin charts; uses crystal reports to identify outstanding assessments and documentation, special precautions and observation orders that need review/renewal; ensures guardianships are up to date and entered in both paper and electronic medical records.
Tracks unit tasks to ensure the task is completed according to policy or supervisor instruction. Measures: tracks unit activities to include, but not limited to tracking completion of training/rosters, clothing orders, patient incoming and outgoing mail, patient clothing requests, completion of assessments.
Provides general clerical support to unit. Measures: Answers phones, takes and delivers messages, makes copies, files, runs errands.
Under the direction of the Medical Staff Coordinator, supports scheduling, signing documents, and communication in support of the Medical Director's duties.
Performs other duties as assigned in order to ensure that services are provided. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Other duties as assigned includes backing-up other positions within the department at 100% of work time at the discretion of the director. This includes, but is not limited to, extended sitting, computer-based duties, extended typing, running errands to multiple campus locations, and sorting/filing of paper documents. Measurement: Willingly completes other duties as assigned within time frames and minimum standards established by supervisor at the time of assignments. Obtains supervisor clarification and assistance as needed to complete task.