Job Summary Under the direction of the Center Director, the Office Assistant is responsible for specific aspects of medical record handling and overall office clerical tasks for Star View Community Services (SVCS). Essential duties of the position are to scan into the Electronic Medical Record all required forms submitted as part of the Private Health Information that establish the permanent records for all clients; assure that all elements of the scanned documents are complete and accurately filled out before scanned, and in keeping with agency policy and DMH requirements; coordinate and communicate with the QA department and Center Coordinators to ensure that the Packet process is conducted in an appropriate and timely way; coordinate with supervisors and clinicians to ensure identified and required corrections are completed in a timely manner prior to scanning; document and log all requests for deletions of scanned documents as needed; provide training on the scanning process for backup staff as needed; safeguard all PHI records that require storing and availability of access for relevant client information, whether current or historical, or for auditing purposes; provide legally authorized copies of Private Health Information as required. This positon may also be responsible for data entry as it relates to Outcome Measures and Collateral Client information, etc. Tasks may include serving as the Packet Tracking Assistant (PTA) to assigned teams. This position may also act as Receptionist and performs a wide variety of administrative and clerical tasks including data entry of client information, handling busy phones, greeting & assisting guests, clerical assistance to physicians with clients, and assisting with clerical intake functions. Duties include general office functions such as mail, posting information, arranging food for in-services or meetings, scheduling meeting rooms, keeping the lobby presentable to the public, managing visiting workmen, keeping fax machines and copy machines in order, and forwarding important information via intercompany mail. Assisting Center Assistants/MSDs and Center Coordinators as needed, including researching data errors and Medi-Cal eligibility determination. Coordinates with the I.T. department in management of fax and copy machines. Minimum Qualifications Education and Experience High school graduate or equivalent. Associate degree in office management or other related field of study, preferred. One year of general office experience required. Computer proficiency is required. License or Certification Valid California Driver License. Medical Terminology Certification preferred but not required. ESSENTIAL DUTIES AND RESPONSIBILITIES Monitor the security of medical records and authorized use, and access control of medical records room as assigned. Oversee all access to Private Health Information by employees. Scan all client documents in the EMR as indicated through packet designations (i.e. Admission Packet, Semi-Annual, Annual Packets, etc.) as assigned. Audit Medical Records portion of packets that are submitted for accuracy and completeness before scanning as assigned. Stamp and sign all scanned packets and other documents immediately upon scanning/processing. Prepare copies of confidential medical records when authorized and distribute as authorized under HIPAA guidelines as assigned. Record all information regarding copying and distribution of confidential material in the HIPAA Accounting of Disclosures Tracking File and logs the information Document and log receipt of all requests for deletions and send to EMR Coordinator; upon confirmation of each deletion, rescan appropriately completed/corrected packets Aids Center Director and QA Manager in the processing and collection of client and family satisfaction survey reporting as assigned. Enter data as it relates to client outcome measures, collateral information, etc. across several record keeping systems (i.e. EMR, county data bases, internal data bases etc.) as assigned Serve as a Packet Tracking Assistant (PTA) for one or more teams, which includes: Attending regularly scheduled weekly meetings for assigned team(s) Distributing upcoming due packets Collecting completed packets and forwarding to the appropriate person for processing Obtaining new client information and adding to the PTA report under the case-carrying clinician’s caseload, with appropriate due dates Maintaining good communication with team supervisor to ensure that PTA report remains current and accurate Updating weekly PTA reports and communicating changes to the staff responsible for updating the master reports As the receptionist, greet visitors, ascertaining their needs and directing them to appropriate staff. Answer all incoming telephone calls directing them appropriately, obtains out of area numbers for appropriate staff, and takes messages and/or puts messages through to voice mail for absent staff. Interact with clients/families, staff and the general public within appropriate professional boundaries –, i.e., no breach of confidentiality, exhibits a pleasant approach. Visually and audibly monitor lobby area when clients and visitors are present and/or have entered the lobby. Process mail, including sorting and distributing, including interoffice mail. Maintain current and orderly bulletin boards, tables, and supplies in the front lobby. Assures that postings required by regulation remain neatly posted. Maintain an orderly Fax/Copy/Mail room. Call for repair at advice of Center Director. Maintain the Staff Lounge supplies (i.e. utensils, coffee, plates, etc.) and keep it in an orderly fashion. Coordinate and schedule office visits for Medication Support Services. Enter scheduled visits into electronic data base for scheduling of Doctor’s appointments in cooperation with Psychiatric Services Coordinator. Retrieve psychiatric appointment data from database and make reminder calls to families of upcoming visits. Aid Center Director and QA Manager in the processing and collection of client and family satisfaction survey reporting as assigned. Post and distribute notices as requested by Center Director, and in cooperation with HR Staff. Responsible for ordering office supplies under direction of Center Director. Coordination of Training Room and conference room schedules on the calendar. Order food for events within budget at direction of Center Director. Provide assistance in all safety procedures, fire drills, earthquake, and disaster drills. Responsible for assisting vendors in building and equipment repairs, including forwarding of invoices to Accounts Payable, under approval of Center Director. Actively participate in the agency’s and SBHG’s Total Quality Management and Continuous Quality Improvement systems which support compliance with Joint Commission and other accreditation standards as applicable. Participate in TQM activities as requested including CQI subcommittees, probes, peer review, audit and/or tracer activities. OTHER DUTIES AND RESPONSIBILITIES May assemble and deliver all documentation packets to all sites, and ensure that supply at each site is sufficient. Scan any required psychiatric documentation into the Electronic Medical Record as needed Keep PHI organized in Medical Records room in order to be accessible and available for relevant requests and/or audits Effectively use computer for coordinating all EMR related duties, including receiving and responding to all relevant emails Coordinate duties with the Center Coordinator, Receptionist, Supervisors and Administrator Function as a support and back-up person to the Receptionist, e.g. covering the phones and lobby access Interact with clients/families, staff and the general public as required and within appropriate professional boundaries, i.e., no breach of confidentiality, exhibiting a pleasant approach File archived packets and client related historical materials as needed Performs other duties as assigned