Office Assistant 3 - WCCW HS

Description

• Medical Records are accounted for and kept safe per HIPAA, PREA, federally mandated laws, and local/State RCW’s.
• Medical Records are made available to all clinical and administrative staff on a consistent and timely basis.
• The incumbent consistently monitors the content on the health records to ensure
  • Only appropriate documentation exists in within the chart,
  • Each document is complete with appropriate and accurate information per DOC/DOH Standard operating Procedure.
  • Documentation is filed correctly, in a timely manner, in reverse chronological order.
• This position supports Medical, Dental, and Mental Health Departments within WCCW.

• A detailed resume
• A cover letter
• Three professional references

Duties

Duties:

Medical records Services:

• Prepare charts for health service’s needs. This includes printing the callout and pulling and putting away medical files for daily appointments.
• Search for medical files for clinical staff. This is to include coordination of appointments to meet the needs of the clinical staff.
• Monitor urgent requests and communicate with clinical leadership to ensure patient services are prioritized according to need, provider directive and all policy and statutory requirements.
• Monitor email for processing requests, transfers, releases and communication regarding medical file location.
• Answering internal and external phone calls and respond to questions within the scope of your position and authority; provide directions and general service information or take a message.
• The OA3 may be required to research policies, OM’s, RCW’s, WACs, and health records procedures to stay up to date on current requirements and guidelines.
• Health services mail retrieval and distribution

• Ensure health records are accurately filed and available for health services staff.
• Review documents/records for completeness, accuracy, and signatures. Follow up with the providers when a record is incomplete.
• Ensure that documentation in the filing is complete and in the correct order according to the DOC Health Record Procedure.
• Periodic self-audits and biannual official shelf audits.
• Keep the work area clean and free of hazards, arrange corrective action if a safety issue needs to be resolved.

• Using the incoming and departure manifest create new charts for new and readmitting offenders upon arrival to the facility.
• Request overflow volumes and merge information when needed.
• Manage various databases used for tracking records, appointments, and chronological movements.
• Locate, process, chrono medical files entering and leaving the facility using department software.

• Thin overstuffed charts using the thinning guidelines. Create new overflows when needed and use chronos and current volume sticker to indicate number of volumes.
• Prepare and breakdown records for archiving per health records procedure

• Other duties as assigned by the supervisor.
• Plan and organize daily workflow in coordination with staff and facility needs; meet deadlines and needs of the health services.
• Other clerical cross-training and support assigned by your chain of command.
• This position has a secondary responsibility to back up office support within WCCW health services when needed.
• Participate in health Services Quality Improvement activities as appropriate.
• Participate in Place Safety Musters.

Qualifications

REQUIRED:

• High school graduation or equivalent and 1 year of clerical/office experience.
• Demonstrated organization and time management skills
• Demonstrate proficiency in basic computer and office skills

• Experience working in an office or customer service position in a healthcare/services environment; knowledge of and/or ability to learn and understand medical terminology.
• Experience working in a correctional setting.
• Willingness to work in an open cubicle environment at various onsite locations.
• Ability to lift and carry up to 40 pounds
• Ability to stand work on your feet for extended periods of time throughout the day.
• Ability to bend, reach, and pull health records from shelves at various levels.

Supplemental Information

Mission: The mission of DOC is to improve public safety by positively changing lives.

Our Vision: Working together for safer communities.

Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.

Our Core Values:

• Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
• Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
• People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
• Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
• Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.

IMPORTANT NOTES:

• Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.

**Please note: Phone number AND email address are required for all professional references.

• A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
• Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
• We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.
• Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.
• This position may be represented by a bargaining unit.

• Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.
• Must be able to work in spaces, climb stairs, walk long distances, and frequently lift up to 30 pounds. Under rare circumstances this position may be required to lift or carry up to 50 pounds and push up to 100 pounds.
• Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from www.wes.org and www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.
• Candidates who are offered a job with the Department of Corrections must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
• (FOR RN POSITIONS) Salary is based on experience and is determined at the time a final offer of employment is made. The salary range listed in the job posting includes Steps A-U. Step U is a longevity step and is typically gained six years after being assigned to Step T in your permanent salary range.
• (FOR ALL OTHER NON WMS POSITIONS) Salary is based on experience and is determined at the time a final offer of employment is made. The salary range listed in the job posting includes Steps A-M. Step M is a longevity step and is typically gained six years after being assigned to Step L in your permanent salary range.
• DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
• DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.

We are committed to hiring individuals who possess core diversity competencies:

Foster a positive attitude and openness toward the ever changing social and cultural makeup of the workplace.

• Work effectively with people of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic and cultural backgrounds.
• Respectfully acknowledge people's differences and recognize these differences as important and valuable.
• Promote inclusiveness.
• Be culturally sensitive and appropriate.
• Respect and value diverse backgrounds and traditions.

What We Offer:

As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:

• Up to 25 paid vacations days a year
• 8 hours of paid sick leave per month
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!

Many DOC jobs are covered by the Public Safety Employees' Retirement System (PSERS). If someone moves from a Public Employees Retirement System (PERS) eligible position to a PSERS eligible position, they actually retire under two different systems/plans. For more information, please contact the Department of Retirement System at: 1-800-547-6657.

DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.