Records Analyst I

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Brief Job Description:

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

Under the direction of the Director and the Assistant Director of Medical Records, the Records Analyst I - Patient Information Coordinator performs journey-level records and information management work to support the Medical Records Department of the Austin State Hospital's disclosure of protected health information to internal and external authorized requestors. This  Records Analyst I position will report to the Director and Assistant Director of Medical Records by facilitating the tasks such as responding and documenting all requests for protected health information (PHI) while following current state and federal laws, to ensure continuity of patient care and administrative reporting to internal and external customers while communicating with hospital clinicians and HHSC's Office of Chief Counsel for guidance, as needed, relative to legal court systems' requests (court orders and subpoenas) for PHI.

Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Essential Job Functions (EJFs):

As scheduled, this position will support new employee privacy trainings related to state (Texas Privacy Protection Act), federal (42 CFR Part 2 and Health Insurance Portability and Accountability Act (HIPAA)) and HHSC policy (OP 02-01) as it relates to protecting, securing, and supporting patient access to their PHI.

Receives all requests for protected health information (PHI), reviews requests to ensure its validity and accurately logs all pertinent information to the Medical Records Release of Information Excel spreadsheet for tracking purposes.

Verifies, through use of Avatar (Electronic Health Record) or CARE system, specific PHI for whom the request for record information was received and follows hospital policy as it relates to federal and state laws governing release of PHI.

Receives original subpoenas or court orders and notifies HHSC Office of Chief Counsel and the department's Director of Medical Records in a timely manner to obtain guidance for appropriate disclosure of specific PHI.

Copies and prepares appropriate record documents and attaches charge voucher, based on hospital policy, to send to requester

Documents all releases of information in Avatar's PHI form according to hospital policy and procedure.

Serves as notary public for the department and completes an affidavit form according to hospital policy. Notarizes affidavit form after it is reviewed and signed by the Director. Ensures each affidavit notarized is documented to the notary public logbook.

Supports internal and external requests for client information as required for special reviews and audits.

Supports the retention process according to HHSC policy. Pulls reports from a designated database to confirm a set of records that have met a specific time frame for retention and process for destruction.

Supports the Open Records department by responding to requests for historical patient information stored on microfilm/fiche within a set time.

Knowledge, Skills and Abilities (KSAs):

Knowledge of administrative/clerical procedures and systems (e.g., basic office equipment, personal computer software programs, Microsoft Word, Excel, Outlook, paper-based records management, etc.) in order to effectively function in a Medical Records Department.

Knowledge of electronic health records systems and methodology as it relates to processing authorized requests for protected health information (PHI).

Knowledge of state and federal laws concerning confidentiality of health record in order to protect, control and maintain the integrity of the medical record.

Skill in reviewing legal documents (e.g., authorization for disclosure of information, subpoenas, and court orders) received with a written request for PHI.

Skill in reviewing medical record documentation (both paper and electronic) with attention to detail.

Skill in compiling relevant information or data (e.g., calculate, audit, etc.) in order to maintain accurate documentation as it relates to specific reports and documents disclosed to an authorized requestor. 

Skill in communicating effectively, with both internal and external customers, for the purpose of  providing guidance/information, as it relates the appropriate completion of an authorization for disclosure of PHI.

Skill in the operation of telephone, personal computers, printers, copiers, and other office equipment.

Skill in preparing and submitting accurate reports according to policy.

Ability to work independently on difficult or complex tasks and maintain accurate files for internal storage or external release.

Ability to effectively organize and manage time /priorities independently.

Ability to effectively communicate verbally and in writing with hospital staff, as well as with external customers (i.e., clients, health care facilities, law offices and agencies) to build and/or maintain cooperative relationships with them.

Registrations, Licensure Requirements or Certifications:

None required.

Initial Screening Criteria:

12 months work history in records management.

This experience may be substituted with 18 months in at least one of the following fields: data entry, organization, physical or electronic record keeping.

Additional Information:

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco Center for Youth applicants must be 21 years of age.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are considered to be at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.