Central MO Regional Office- Kirksville/Rolla Satellite Office

Admin Support Assistant for Client Records

Job Location

This position is domiciled at the Rolla Satellite Office at 105 Fairgrounds Road, Rolla, MO. Will have the ability to work remotely a portion of the week upon successful completion of the initial onboarding period.

Why you’ll love this position: The Missouri Department of Mental Health is dedicated to the prevention, treatment, and public understanding of mental illness and developmental disabilities. By joining out team YOU can make a difference in the lives of those impacted by a mental illness or developmental disability so they can have the opportunity to pursue their dreams, live their lives to the fullest, and be a valued member of their communities.

More reasons to love this position:

The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here.

Role Description

This is a senior-level office support work requiring independent work decisions for complex clerical functions or processes, involving familiarity of specialized terminology and/or software.

Typical Qualifications

1 – 3 years of relevant experience. (Substitutions may be allowed.)

What you'll do

• Ensures that the records room operations are in compliance with HIPAA regulations and Department Operating Regulations.
• Copy and distribute documents as requested on a daily basis.
• Files accurately to ensure that documents are placed in the correct files and correct location.
• Verifies that all the releases for information are HIPAA complaint and processes (complies, mails, and properly records per HIPAA DOR) within 2 working days of receipt.
• Admits, assigns DMH number and input CIMOR information within 2 working days of notification.
• Inputs on a daily basis discharges, deaths, or other changes in census status within 2 working days of notification.
• Closes out discharge records according to established procedure within 5 working days after the appeal period has expired.
• Prepares transfers of original client record to the receiving facility for all client transfers within 1 to 5 working day of transfer’s acceptance.
• Implements archiving of records within the framework of the DMH Records Retention Schedule.
• Maintain current/accurate CIMOR data.
• Train SB40 entities on proper methods of record preparation and on record retention.
• Assures that staff sign file access cards on an on-going basis to maintain the integrity of files.
• Refers all questions/concerns regarding HIPAA to the Privacy Officer for clarification/follow up.
• Refers all requests without proper authorization to the Privacy Officer.
• Prepares special reports as requested by the Director or other management team members.
• Takes calls from other Regional Offices when they make inquiries regarding client files.
• Answers questions that Case Managers and other staff have regarding records and assist/train them as needed.
• Track administrative transfer requests from and to the Regional Office area.
• Serve as the backup receptionist at the front desk as needed. This position will cover breaks, lunch, and other times as needed. Determine purpose of contact; provide general information; direct individuals to proper destination, receives and distributes messages.
  • Answers incoming calls, transfers or taking messages as necessary.
  • Route emergency calls appropriately.
  • Page individuals to inform them of telephone calls, using paging and interoffice communication equipment.
  • Relay and route written and verbal messages.
  • Serves as a lead worker providing guidance, direction, and trains staff performing clerical employees and other support tasks.
  • Types and edits a variety of material and review documents for accuracy and completeness.
• Attend clerical and other meetings as needed.

Essential Functions

• Ability to communicate verbally and in writing.
• Understands and can utilize Microsoft Office Suite Programs, including Excel and Access.
• Knowledge of general office practices.
• Ability to maintain clerical records and operate basic office equipment.
• Ability to interact on the telephone or in person with the public.
• Knowledge of the processes and procedures to assigned area.
• Ability to provide guidance to other employees.
• Good organization and decision making skills.
• Able to perform physical requirements including, but not limited to: frequent standing, sitting, stooping, kneeling, or crouching; regular walking, talking, hearing, reaching with hands and arms (including above head); occasional climbing of stairs or balancing.
• Lift at least 20 lbs.
• Must maintain a current State of MO Driver’s License

Apply:

Upload a cover letter, resume, college transcript, and three professional letters of reference.

Complete information must be provided for your request to be considered. Documentation supporting your eligibility (transcripts, employment records, etc.) may be required at any time during the application and hiring process.

If you have any questions about this position, please email/call Human Resources at: Tricia.Hawkins@dmh.mo.gov

The State of Missouri is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.