What are the responsibilities and job description for the Clerk III position at Health & Human Services Comm?
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 each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.
Clerk III - Performs complex clerical work in the hospital's Medical Records Department. Work involves compiling and tabulating data; checking documents for accuracy; handling and transporting documents; maintaining files. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Prepares routine and special correspondence, forms, documents and reports. This position works under the general supervision of Medical Records Manager. Normal working hours, 0800 - 1700 shift, Monday through Friday. Some overtime may be required.
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.
Clerk III - Performs complex clerical work in the hospital's Medical Records Department. Work involves compiling and tabulating data; checking documents for accuracy; handling and transporting documents; maintaining files. Works under limited supervision with considerable latitude for the use of initiative and independent judgment. Prepares routine and special correspondence, forms, documents and reports. This position works under the general supervision of Medical Records Manager. Normal working hours, 0800 - 1700 shift, Monday through Friday. Some overtime may be required.
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:
Attends work on a regular basis and may be required 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.
Chart and Permanent Client List/Midnight Census: Daily preparation of Midnight Census and Bed Availability Reports. Continue to coordinate with manager in order to back up master card index system. Monitoring all movements in database, electronic medical record of existing patients. Keeps up with charts to be moved to closed locations in order to free up space, as needed, in medical records area. Maintains admission and discharge logs for usage in preparing an accurate daily record of the census and patient units, for both unit and staff. Retrieval of AvatarPM/CWS documentation for daily summary reporting.
Processes Releases of Information (ROI's) received from various outside agencies, to include social security, courts, lawyers, patients, etc. Upon receipt of proper authorization, documents are copied and prepared for mailing including data entry into the ROI database as well as entries in the electronic record. Coordination with other sister facility medical records departments is required. Upon actual discharge of patient, documenting chart in Medical Record Office, disassembling chart, and filing of retention documents. Retention filing is a part of daily tasks, as needed while chart is active.
Demonstrates proper business etiquette/office skills in all job tasks including: answering questions and providing information for internal/external inquiries; taking and distributing messages and mail; and assisting in support of Medical Record staff. Types correspondence, memos, statistical reports, various required data entry relating to the electronic medical record. Retrieval of CWS documentation as requested. Attends and participates in all mandatory training in order to meet DSHS/KSH requirements, maintain job competence, and develop professionally.
Unit Secretary and Admissions Back up: Provides Unit Secretary back up. Tasks include: Trust fund, chart maintenance, answering phones/taking messages, mail, and updating forms. Provides minimal back up to admissions staff: tasks include coordinating with security and unit staff for patient's arrival and inputting all documentation into client record; providing notification to all staff involved; taking client photos, badge making, interviewing patient, documentation of commitment papers.
Pull/Request Medical Records from other facilities.
Orders office / unit supplies for multiple disciplines, to include usage of MIMS (supply order system) program and sending orders to the department supply clerk. Entering work orders when requested.
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.
Attends work on a regular basis and may be required 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.
Chart and Permanent Client List/Midnight Census: Daily preparation of Midnight Census and Bed Availability Reports. Continue to coordinate with manager in order to back up master card index system. Monitoring all movements in database, electronic medical record of existing patients. Keeps up with charts to be moved to closed locations in order to free up space, as needed, in medical records area. Maintains admission and discharge logs for usage in preparing an accurate daily record of the census and patient units, for both unit and staff. Retrieval of AvatarPM/CWS documentation for daily summary reporting.
Processes Releases of Information (ROI's) received from various outside agencies, to include social security, courts, lawyers, patients, etc. Upon receipt of proper authorization, documents are copied and prepared for mailing including data entry into the ROI database as well as entries in the electronic record. Coordination with other sister facility medical records departments is required. Upon actual discharge of patient, documenting chart in Medical Record Office, disassembling chart, and filing of retention documents. Retention filing is a part of daily tasks, as needed while chart is active.
Demonstrates proper business etiquette/office skills in all job tasks including: answering questions and providing information for internal/external inquiries; taking and distributing messages and mail; and assisting in support of Medical Record staff. Types correspondence, memos, statistical reports, various required data entry relating to the electronic medical record. Retrieval of CWS documentation as requested. Attends and participates in all mandatory training in order to meet DSHS/KSH requirements, maintain job competence, and develop professionally.
Unit Secretary and Admissions Back up: Provides Unit Secretary back up. Tasks include: Trust fund, chart maintenance, answering phones/taking messages, mail, and updating forms. Provides minimal back up to admissions staff: tasks include coordinating with security and unit staff for patient's arrival and inputting all documentation into client record; providing notification to all staff involved; taking client photos, badge making, interviewing patient, documentation of commitment papers.
Pull/Request Medical Records from other facilities.
Orders office / unit supplies for multiple disciplines, to include usage of MIMS (supply order system) program and sending orders to the department supply clerk. Entering work orders when requested.
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.
Knowledge Skills Abilities:
1. Knowledge of standard office practices.
2. Knowledge of HIPAA.
3. Knowledge of computer software (Word, Excel, Access, Outlook, Adobe), fax machines, and photocopiers.
4. Knowledge of business English, spelling, grammar, punctuation, proofreading and math skills.
5. Strong computer skills.
6. Strong communication skills.
7. Ability to clearly and concisely express oneself verbally and in writing.
8. Ability to communicate in a pleasant and effective manner.
9. Ability to multi-task.
10. Ability to work under time pressures and identify priorities.
1. Knowledge of standard office practices.
2. Knowledge of HIPAA.
3. Knowledge of computer software (Word, Excel, Access, Outlook, Adobe), fax machines, and photocopiers.
4. Knowledge of business English, spelling, grammar, punctuation, proofreading and math skills.
5. Strong computer skills.
6. Strong communication skills.
7. Ability to clearly and concisely express oneself verbally and in writing.
8. Ability to communicate in a pleasant and effective manner.
9. Ability to multi-task.
10. Ability to work under time pressures and identify priorities.
Registration or Licensure Requirements:
Must possess valid Texas driver’s license or obtain it no later than 90 days after hire date. Applicants with an out-of-state driver’s license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.
Must possess valid Texas driver’s license or obtain it no later than 90 days after hire date. Applicants with an out-of-state driver’s license must provide an original certified driving record from the state of driving licensure. Eligible driving record required based on HHSC Fleet Management policy.
Initial Selection Criteria:
1. Graduation from an accredited high school or GED.
2. A minimum (2) years clerical experience.
3. Experience with computer software (Word, Excel, Access, Outlook, Adobe).
1. Graduation from an accredited high school or GED.
2. A minimum (2) years clerical experience.
3. Experience with computer software (Word, Excel, Access, Outlook, Adobe).
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, and HHS OIG list of Excluded Individuals/Entities. 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 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. Vaccines may be provided. 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.
If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS 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.
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, and HHS OIG list of Excluded Individuals/Entities. 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 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. Vaccines may be provided. 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.
If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747.
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS 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.
MOS Code:
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 42A, YN, 0111, 3A1X1. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
In compliance with the Americans with Disabilities Act (ADA), HHS 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.
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