What are the responsibilities and job description for the AOS - III - Unit Secretary position at Department of Behavioral Health and Developmental Services?
Title: AOS - III - Unit Secretary
State Role Title: 19013
Hiring Range: commensurate based on experience
Pay Band: 3
Agency: Dept Behavioral Health/Develop
Location: Western State Hospital
Agency Website: https://dbhds.virginia.gov/facilities/wsh/
Recruitment Type: General Public - G
Job Duties
We are looking for a full time AOS III/Unit Clerk who will provide administrative / clerical support to the patient units; be the primary contact on assigned unit; complete analysis of discharged records for quantitative and qualitative deficiencies to ensure compliance with regulatory requirements and timely processing of records; and non-clinical orders specific to Unit Clerk scope of responsibility in an accurate and timely manner.
This position will also be responsible for the maintenance of the unit binders to include filing of documents, update of communication sheets; providing EMR (Electronic Medical Record) support / assistance to treatment team members and other users as needed; routing authorized representative request forms to the Hospital Director’s office; answering telephone and responding to staff/visitors in a courteous and professional manner; and scheduling and documenting patient’s appointments.
This Position Is Eligible For
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.
The successful applicant must pass a criminal background investigation, drug screening test and employment reference check. The applicant must have the ability to perform at the level of physical demands noted on the Employee Work Profile and the verified ability to perform the essential functions of the position.
Commonwealth’s Alternate Hiring Process: In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800- 552-5019, or DBVI at 800-622-2155.
DBHDS is a healthcare organization and must comply with the federal CMS Omnibus COVID-19 Health Care staff Vaccination Regulation which requires all employees to be vaccinated or receive an exemption. Upon acceptance of a job offer, new recruits will be asked to disclose their vaccination status (and for those fully vaccinated, proof of vaccination) during the pre-employment process. New staff who are not vaccinated for any reason or choose not to disclose their vaccination status, will need to request a medical or religious accommodation. If you have questions, please contact the Office of Human Resources.
Contact Information
Name: Samantha Leep
Phone: 540-332-8306
Email: samantha.leep@dbhds.virginia.gov
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.
State Role Title: 19013
Hiring Range: commensurate based on experience
Pay Band: 3
Agency: Dept Behavioral Health/Develop
Location: Western State Hospital
Agency Website: https://dbhds.virginia.gov/facilities/wsh/
Recruitment Type: General Public - G
Job Duties
We are looking for a full time AOS III/Unit Clerk who will provide administrative / clerical support to the patient units; be the primary contact on assigned unit; complete analysis of discharged records for quantitative and qualitative deficiencies to ensure compliance with regulatory requirements and timely processing of records; and non-clinical orders specific to Unit Clerk scope of responsibility in an accurate and timely manner.
This position will also be responsible for the maintenance of the unit binders to include filing of documents, update of communication sheets; providing EMR (Electronic Medical Record) support / assistance to treatment team members and other users as needed; routing authorized representative request forms to the Hospital Director’s office; answering telephone and responding to staff/visitors in a courteous and professional manner; and scheduling and documenting patient’s appointments.
This Position Is Eligible For
- paid time off, sick time, community service time, and family/personal time
- life insurance
- retirement with cash match
- health, vision, and dental insurance
- Experience in clerical or working with patient
- High school graduate, computer knowledge and experience and proficiency in computer applications and data entry as well as experience with Microsoft Office Products
- Knowledgeable of hospital services, record keeping and medical terminology
- Experience with or practical knowledge of Document Management, or other software utilized to scan medical records, and Millennium or other EHR applications
- Ability to prioritize and organize tasks and to multi-task in a high stress environment
- Problem solving and decision making skills and effective and professional oral and written communication skills
- Ability to collect and assemble information into an appropriate format for reporting/review by outside providers
- Demonstrated ability to maintain harmonious working public relations and ability to work with a variety of facility staff
- Ability to work in various areas, including patient care areas, handling highly confidential information
- Working knowledge and understanding of HIPAA privacy regulations
- Ability to perform essential functions of this position, which include: repetitious walking, sitting and /or standing as part of routine work; manual dexterity to keyboard, repetitive bending, stooping, reaching up and down; visual acuity sufficient to use computer software
- Advanced training in health technology or business administration tasks
- Experience in a Health Information Management Department
- Familiarity with psychiatric services, terminology and medications
- Bilingual
- Veteran or veteran spouse
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.
The successful applicant must pass a criminal background investigation, drug screening test and employment reference check. The applicant must have the ability to perform at the level of physical demands noted on the Employee Work Profile and the verified ability to perform the essential functions of the position.
Commonwealth’s Alternate Hiring Process: In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800- 552-5019, or DBVI at 800-622-2155.
DBHDS is a healthcare organization and must comply with the federal CMS Omnibus COVID-19 Health Care staff Vaccination Regulation which requires all employees to be vaccinated or receive an exemption. Upon acceptance of a job offer, new recruits will be asked to disclose their vaccination status (and for those fully vaccinated, proof of vaccination) during the pre-employment process. New staff who are not vaccinated for any reason or choose not to disclose their vaccination status, will need to request a medical or religious accommodation. If you have questions, please contact the Office of Human Resources.
Contact Information
Name: Samantha Leep
Phone: 540-332-8306
Email: samantha.leep@dbhds.virginia.gov
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.
