Administrative Assistant (Health Information Services - HIS)

About the Department

Are you passionate about making a real difference in people's lives? Join our team at the Office of Mental Health where we are dedicated to providing compassionate and accessible care to our community. We are seeking an Administrative Assistant for the Health Information Services (HIS) program, who is motivated to help individuals and families navigate life's challenges and achieve long-term wellness. If you want to use your skills to build a healthier, more resilient community, we encourage you to apply.

This position is located at the SC Department of Behavioral Health and Developmental Disabilities (DBHDD) - Office of Mental Health, G. Werber Bryan Psychiatric Hospital, 220 Faison Drive, Columbia SC 29203.

As the Administrative Assistant, you will work under minimal supervision of the Administrative Coordinator I, G.W. Bryan Psychiatric Hospital - Civil/Adult facility. You will perform a variety of complex and specialized duties including proficiency in all areas of responsibility in the HIS department, providing leadership and support, audit level of analyzing medical records for completion; ensuring protection and accuracy for storage and dispensing of medical records; collaboration with physicians and other professional staff for internal and external audits/surveys; assessment of data for compiling monthly reports in adherence to HIPAA and credentialing requirements; perform audits to ensure compliance and identify areas requiring process improvement

Responsibilities include but are not limited to:

• Perform qualitative and quantitative analysis of medical records to ensure compliance with standards established by OMH, TJC, and other regulatory agencies.
• Provide oversight and organization of record content to ensure best practice according to facility and agency standards. Independently assist healthcare providers with
  record services and the EHR. Prioritize work and adjust priorities and workflow based on emergent situations that arise, to best support assurance of appropriate and
  timely responses for positive outcome and patient care. Ensure legal administrative papers are safeguarded and housed appropriately in the medical records.
• Compile monthly, quarterly and annual reports, including but not limited to LPP Delinquency List, Final Summary Tracking Report, Continuality of Care Plan Tracking Report, Discharge Report, Release of Info and Productivity.
• Audit closed patient records, focusing on verifying key information used for compliance audits and quality improvement purposes. Key tasks include selecting a
  sample of closed records, reviewing patient demographics, inspecting for complete documentation, evaluating treatment plans, verifying discharge instructions,
  identifying potential issues, and documenting findings with corrective actions.
• Calculate, collect and transmit fees associated with the release of information. Ensure accuracy of entries for all disclosures in the Avatar Nx Correspondence system. Works closely with LPPs, Transitional Services staff, and social workers, to compile data to create and forward discharge packets to local Mental Health Centers, and other requestors for continuity of patient care.
• Provide oversight of collaborative efforts for indexing, performs qualitive reviews of multiple systems to ensure completeness of mandated retention data.
• Process requests for release of information ensuring that requests are following HIPAA and other guidelines and requirements for disclosure of records.
• As the Lead, float to assist across the varies areas in the HIS. In the absence of the manager, provide guidance to the staff ensuring department coverage in all areas.
• Adhere to all Corporate Compliance duties, Harassment-Free Workplace policies, time and attendance policies, and facilitates' requirements for cultural awareness
  training.

Position Duties

• A high school diploma and two (2) years of clerical experience; or an associate degree in secretarial science or other related field; of five (5) years of clerical experience.

Additional Requirements:

• Must have the ability to access patient care areas on all Inpatient Services campuses and work-related locations.
• Ability to walk, stand, climb stairs, reach, pull, push, bend stoop and lift up to 25 pounds.

Minimum Qualifications

• Bilingual abilities in English and Spanish (or another language) are a plus.

Other Qualifications

Post hire, employees must: 

• Be versatile and flexible, having the ability to perform several positions within all departments of HIS. 
• Have the ability to type at least 35 wpm and have general knowledge of working with a computer
• Be able to understand the flow of health information within the department. 
• Be able to interact in a helpful and pleasant manner with all individual.
• Be able to complete MANDT training.

The South Carolina Department of Mental Health is an Equal Employment Opportunity Agency. We provide affirmative action and equal opportunity in employment for all qualified persons regardless of race, color, sex – including the basis of pregnancy, childbirth, or related medical conditions, national origin, age, religion, or disability.
 
South Carolina is making our Veterans a priority for employment in state agencies and institutions.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. Please complete the state application to include all current and previous work history and education. Please account for any and all gaps of employment in your application. A resume will not be accepted in lieu of application completion nor reviewed to determine if an applicant has met the qualifications for the position.
 
The South Carolina Department of Mental Health offers an exceptional benefits package for FTE positions that includes:

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children
• 15 days annual (vacation) leave accrual per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• State Retirement Plan and Deferred Compensation Programs