Health Information Management (HIM) Administrative Assistant

GENERAL STATEMENT OF JOB

Under direct supervision, provides clerical support to an assigned program and/or department up to and including switchboard coverage.  Duties include preparing a variety of documents, correspondence and program records where information is provided in either draft form or may require looking up information in readily available files, databases or other provided documents.  Updates and maintains program files including AS400 program files and consumer records; answers the phones, and enters data into automated information systems. Copies and distributes program materials as required.  Reports to a program manager, administrator, higher level administrative assistant or office manager.

SPECIFIC DUTIES AND RESPONSIBILITIES

 ESSENTIAL JOB FUNCTIONS

• Prepares letters and correspondence from drafts using computer equipment.

• Prepares program related forms, records, reports, and other documents from drafts and from identifying information from provided forms and documents, i.e., purchase orders, incident records, policy and procedure manuals, enrollment forms, etc.  Obtains necessary signatures for processing prepared forms.

• Enters, updates and maintains data base information such as consumer face sheets, address and contact lists. Generates lists, print outs and programmed reports from same.

• Maintains program files and records ensuring that all necessary documentation is retained, identifies missing documents that should be part of files or records, purges unnecessary or outdated information.

• Answers incoming telephone calls, obtains nature of the call and transfers the call to the appropriate staff member. Takes phone messages for staff out of office.  Answers routine caller questions as appropriate.
• Distributes incoming mail, correspondence, memorandums, reports, and other pertinent information to appropriate staff as needed.
• Greets visitors and notifies the visitor’s point-of-contact staff.

• Xerox service calls as needed.

• Maintains visitors’ badges and Sign-In Logs at switchboard.

• Prepares letters and correspondence from drafts, notes and/or information from other documents.  May take initiative to develop and prepare responses to routine or frequent inquiries as appropriate.

• Schedules appointments for supervisor with internal staff as well as external agencies and organizations.  Maintains calendar of supervisor’s time and meetings and works to resolve scheduling conflicts as they arise.

• Prepares program related forms, records, reports and other documents which may involve obtaining information from program databases and other forms, documents and references.

• Enter, update and maintains data base information for program and department files and records.  Generates reports from same.

• Maintains budget and financial information for department or assigned programs.

• Maintains manuals and copies of regulations.

• Attends and takes minutes at various Grafton and program related meetings.  Prepares and distributes meeting minutes.

• Maintains program files, department files and records ensuring that all necessary documentation is retained, identifies missing documents that should be part of files or records, purges unnecessary or dated information. 

• Open, review and prioritizes incoming mail then distributes to appropriate staff or manager.

• Answer incoming telephone calls, obtains nature of the call and transfers the call to the appropriate staff member.  Take phone messages for staff out of office.  Answers caller questions as appropriate.

• Greet visitors and directs them to appropriate staff or building.  Notifies staff of incoming visitors.

• Order office supplies.

• Performs other duties as assigned

ADDITIONAL JOB FUNCTIONS

• Assists with distribution of documents not limited to medical departments, case management department, clinical departments, maintenance department, academic, residential or other assigned departments as needed.
• Must be familiar with Microsoft Office including but not limited to the following office functions: typing correspondence, mail merges, database and spreadsheet maintenance. Must be familiar with creating documents in Microsoft Office.
• Must be familiar and comfortable with using copier equipment, facsimile, phone systems, computer equipment, and other office equipment that may be needed to complete the required tasks.
• Assigned duties will be specific per department and will require the ability to adapt to departmental needs as assigned.

HEALTH INFORMATION MANAGEMENT RESPONSIBILITIES

Assures and maintains integrity of clients’ records through periodic review of records, accurate record entries, adherence to agency, state, and federal record requirements (including HIPAA regulations regarding confidentiality and privacy) in the handling, access, and release of records

Key responsibilities:

• Establishes and maintains clients’ records containing hard copy documents, in accordance with organizational standards;
• Scans and uploads documents into clients’ electronic records accurately and in a timely manner;
• Files hard copy documents into clients’ records in a timely manner, in accordance with organizational standard for maintenance and retention;
• Identifies documents missing from clients’ records and seeks to secure and file/upload them;
• At the time of discharge, prepares a client’s record for long-term and permanent storage, in accordance with organizational and legal requirements; maintains content and tracking of discharged clients’ records;
• Assesses and assures requests for information and documentation meet requirements for permitted release; responds to valid requests in a timely manner; processes releases in accordance with established process; informs applicable members of a client’s team of requests;
• As part of release process, routinely prints standard documents for mailing in accordance with applicable regulations and contract agreements, such as monthly print of treatment plans;
• Runs, prints, and distributes, as needed, defined reports through the electronic client record system.

 MINIMUM TRAINING AND EXPERIENCE

Graduation from high school and 1 -2 years of experience in secretarial and administrative work; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

COMPENSATION

• Salary Range: $15.50 to $21.21 per hour, based upon experience and credentials

EMPLOYEE BENEFITS

• Medical, dental and vision
• Flexible Spending & Health Savings Accounts
• 401(k), including an employer match
• Generous Paid Time Off plan
• Education Assistance
• Life Insurance
• Employee Assistance Program (EAP)
• Short-term disability (STD)
• Long-term disability (LTD)
• As Grafton is a 501(c)(3) non-profit, you may be eligible for federal student loan forgiveness

Grafton is an equal employment opportunity employer and tobacco-free workplace.

Salary : $16 - $21