Clerk II

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.

The Clerk II – Health Records Coordinator is under the direct supervision of the Health Information Management Supervisor. Performs complex (journey-level) clerical work. Works under the general supervision of the HIM Supervisor with limited latitude for the use of initiative and independent judgment. The Health Record Coordinator prepares patient health information for data entry and scanning into the electronic health record. The Health Record Coordinator will ensure that patient records are reviewed for completeness and accuracy prior to scanning into the electronic health record. Maintains strict confidentiality of patient information. Provides excellent external and internal customer service.

Performs other duties as assigned. Other duties as assigned include 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):

Attends work on a regular basis and may be asked to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Gathers and sorts medical information and documents received from paper sources and systems and prepares for scanning into the electronic health record. 20%

Creates digital images of paper records/documents, reviews images for quality and legibility, and stores images into the electronic record.  Carries out basic calculations, and creates charts, graphs, and tables along with PowerPoint presentations. 20%

Analyzes requests for medical information, copies, and sends out in accordance with the facility and departmental policies and procedures. Assists patients, staff and affiliates with records requests for continuity of care purposes as well with other record related questions. 10%

Monitors record completion by reviewing, printing, and delivering Crystal reports noting incomplete or unfinalized assessments to the responsible clinical staff to ensure all assessments are completed and finalized within specified timeframes. 20%

Responds to requests and inquiries for patient health information and will request patient information as needed for the continuity of care, ensuring that all requests comply with all applicable organizational, local, state. and federal regulations including 42CFR Part 2. Will accurately retrieve and provide requested information while always maintaining patient confidentiality. 15%

Delivers outstanding customer service to both internal and external clients while presenting a professional and courteous demeanor.  Responds to emails, answers phone calls, attends Teams meetings, takes accurate notes.  Completes and maintains 100% on time required training. 10%

Knowledge, Skills and Abilities (KSAs):

Knowledge of medical office procedures, spelling of medical terminology, punctuation use, and grammar.

Knowledge and experience in the use of electronic health records.

Knowledge of the maintenance and review of medical records for completeness, accuracy, and compliance.

Knowledge and experience with state and federal guidelines regarding the release of protected health information.

Experience in the use of personal computers and software applications such as Microsoft Word, Excel, and Outlook.

Excellent verbal and written communication skills to effectively interact with various discipline levels and patients.

Able to work independently, professionally, and productively with co-workers and all levels of staff.

Must ensure the confidentiality of the clients and patients served.

Detail oriented and thorough in completing work tasks.

Able to cross-train in other areas within HIM, for example transcription, to ensure adequate coverage and support as needed.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

High School diploma or GED is required.

Ability to type 50 wpm is required.

At least two (2) years’ experience in a clerical work.

Steady work history required and defined as working for the same company/entity for 2 years of the last 5 years.

24 months of experience using a personal computer with various computer programs/software is required. This should include use of some of the Microsoft Office applications such as Word, Excel, Power Point, etc and any experience with email.

12 months of experience using the electronic health record – RadPlus/Avatar is preferred.

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.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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.