Office Assistant 3 - WCCW HS

The Department of Corrections is seeking a highly motivated and qualified professional to fill a Non-Permanent Double fill position of Office Assistant 3 (OA3) in Health Services at the Washington Corrections Center for Women (WCCW) in Gig Harbor Washington.
This position works side by side with the RHIT/Health Records Technician 2. The incumbent can expect to take direction and education on a daily basis from the HRT2. The incumbent will have daily interactions with professional licensed staff from dental, mental health, the infirmary, and outpatient services. There is an expectation to have respectful professional interactions should be well thought out, short, and concise. Questions about this expectation or about the definition of professional interactions are to be presented to this position’s direct supervisor.
In this role you will: 

• Work collaboratively with custody staff, Health Services clinicians, and ancillary staff. 
• Maintain positive and professional work relationships.
• Effectively communicate in routine and emergent situations with internal and external stakeholders daily.
• Professional as appropriate.

Key purposes/position objective:

• Kites, Grievances, and stakeholder correspondence received, accounted for, and responded to timely and in accordance with policy. Ensure documents are 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 of health records to ensure:
  • Only appropriate documentation exists within the chart,
  • Each document is complete with appropriate and accurate information,
  • Accurate per DOC/DOH Standard Operating Procedure.

This position supports Health Services.


The Washington Corrections center for Women (WCCW) is a 62.6-acre facility located approximately two miles from Gig Harbor. The site includes living units, administration buildings, a health clinic, education buildings, a gymnasium, a chapel, industries buildings, food service buildings, and support facilities. 
Correctional Health Care is a rewarding career path at DOC, in which health care professionals treat a wide array of cases for patients residing within a state correctional facility. Health Services is responsible for basic primary care for incarcerated individuals. All disciplines within each of the 12 correctional facilities work closely together to reach a common goal, providing the best, most efficient, and cost-effective health care possible. Emphasis is placed on early identification of health concerns, care for acute and chronic health problems, and preventive care. 

If you've read this far, it is clear you have a desire to make a difference in public service.

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

Applications will be reviewed as they are received. The hiring authority reserves the right to offer the position at any time during the recruitment process. It is to the applicant's advantage to apply as early as possible.

"This recruitment could be used to fill multiple permanent or non-permanent positions"  

Duties:

Kite Tracking:

• Ensure Kites, Grievance, and external stakeholder communications are accurately logged, responded to timely and filed if appropriate for HS staff.
• Reviews kites and grievances for completeness, accuracy, signatures. Follows up with health services staff when document is incomplete.
• Provides on the spot instruction to bring document into compliance. 
• Ensures documents is formatted correctly. 
• Use of OMNI system to research and maintain accurate health record integrity. 
• Ensure enough primary encounters and patient medical encounter coding forms according to the established protocols and guidelines. 
• Maintains consistency and accessibility of kites and grievances in accordance with federal and state statutes, regulatory standards, DOC policy directives, operational memoranda, and health services department procedures. 
• Controls and catalogs health records ensuring security and confidentiality.

Loose filing:

• Daily filing of all appropriate documentation into the patient health record. 
• Ensure documentation from community facilities are reviewed and signed by referring provider before filing. Ensures health record information is accurate, confidential, complete, and legible. 
• Utilizing internal software programs, sort and forward loose filing for Incarcerated individuals who have transferred to other facilities.

Assist in response to records requests:

• Responding to health record requests from outside sources. 
• Ensures request meets HIPAA and DOC protocols. 
• Research health record to ensure only information requested is transmitted.
• Maintains database to record requests and disposition of requests in share drive. 
• Prepares correspondence in accordance with departmental regulations in regard to record requests.

Staff Support:

• Use specialized knowledge and judgment by assisting health services staff in research of health records whether in OMNI or other facilities.
• Answers requests from authorized personnel for information recorded in patients’ records in accordance with prescribed policies. 
• Prepare health records for provider/practitioners’ appointments and review as needed. 
• Coordinate with grievance coordinators.

Workflow Management/Quality improvement/Place Safety Muster:

• Plan and organize daily workflow in coordination with staff and facility needs. 
• Meet deadlines and the needs of the unit. 
• Other clerical cross-training and support as assigned by chain-of-command.
• Participates in Health Services Quality Improvement activities as appropriate. 
• Participates in Health Services Place Safety Muster as appropriate.

REQUIRED:

• High school graduation or equivalent
• Ability to type a minimum of 40 words per minute.
• Intermediate word processing and spreadsheet skills.
• Two years clerical experience.

PREFERRED/DESIRED:

• Ability to create opportunities out of problems. 
• Think critically and resolve conflict in a professional and rational manner.
• 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.
• Demonstrated organization and time management skills.
• Demonstrate proficiency in basic computer and office skills.
• Ability to interpret intent of policies, procedures, written, and verbal communication.
• Participates in Health Services Continuous Quality Improvement Program activities as appropriate.
• Supports adherence to DOC Policy & the Offender Health Care Plan.
• Demonstration of core competencies.
• Participates in Health Services Place Safety Muster as appropriate. 
• Attends all required training

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:

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email mgtrujillo@doc1.a.govgov.    For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

Salary : $3,717 - $4,923