Important Recruitment Information for this vacancy

Agency Information:

Laid out on a 78-acre campus, Larned State Hospital (LSH) is the largest psychiatric facility in the state serving the western two-thirds of Kansas with nearly 1,000 employees and the capacity to treat more than 450 patients daily, 24-hours a day, seven days a week. LSH is accredited by The Joint Commission (TJC) and certified by the Centers for Medicare and Medicaid Services (CMS).

https://www.kdads.ks.gov/state-hospitals-and-institutions/larned-state-hospital

About the Position

Classified/Unclassified Service: Unclassified

Full-Time/Part-Time: Full-Time

Regular/Temporary: Regular

Work Schedule: M-F 8-5

Eligible to Receive Benefits: Yes

Veterans' Preference Eligible: Yes

Search Keywords: File Clerk

Compensation: $15.18/hour

TEMPORARY additional pay of $2.50/hr for every hour worked.

$1,000 Sign-On Bonus after 90 days of employment for any new hire.

• Salary can vary depending upon education, experience, or qualifications.

Employment Benefits

Comprehensive medical, mental, dental, vision, and additional coverage

Sick & Vacation leave

Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave

Paid State Holidays (designated by the Governor annually)

Fitness Centers in select locations

Employee discounts with the STAR Program

Retirement and deferred compensation programs

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities

Position Summary:

This position is essential in maintaining accurate, complete and timely medical records. This person monitors medical records for quality assurance. The person cross-trains with others in office to ensure coverage is maintained for units on all programs at all times. This position provides a variety of duties including maintaining patient forms, preparing discharge charts and opening and distributing mail and other general office duties. Participates in Natural Work Teams and/or Quality Action Teams by applying job knowledge to recommend implementation of the desired quality changes designed to support change to the Clinical Information Management department and programs and to support the agency mission and vision.

This person uses independent judgment when performing general duties and consults with supervisor as needed. Follows established procedures and guidelines when performing tasks. Special assignments are made by supervisor. The work requires light physical exertion, including using five-step rolling ladders, handling activities with lightweight or easily moved items, (e.g. charts, file folders, boxes of office supplies, small machine parts, etc.), filing overhead, performing transportation activities, performing repetitive motions for brief periods.

Job Responsibilities may include but are not limited to the following:

MEDICAL RECORD MAINTENANCE – PAPER CHART

• Maintains Master Files:
  • ensuring filing is current and correct;
  • checking for missing signatures, information, dates / times, patient’s name and case number, marking
  • deficiencies, and notifying staff of corrections required;
  • ensuring all filing sequences are current;
  • maintaining chart storage area;
  • maintaining files, making them easily accessible to appropriate staff while knowing their location at all times.

MEDICAL RECORD MAINTENANCE – PATIENT INFORMATION MODULE (PIM)

• Scans patient information into K:drive and uploads to PIM:
  • Tracks Outside Medical Consultation Orders and Requests to ensure receipt of consultant’s report;
  • Reviews for unsigned documents at least once weekly, notifying authors to sign or retract;
  • Updates Chart History in Plexus Visible Card File;
• Reviews the file for completeness according to hospital, state, accreditation and funding agency standards and notifies staff of requirements where lacking;
• Updates Previous Hospitalization upon review of Psychosocial Assessment;
• Protects the confidentiality of the records.

QUALITY ASSURANCE

• Verifies daily census, as required;
• Reviews electronic charts weekly for incomplete records and notifies staff of corrections needed;
• Performs quality checks for correct document scanning/uploading;
• Reports all deficiencies monthly to Data Specialist in approved format, ensuring accuracy of submission;
• Monitors progress notes according to the Joint Commission and CMS guidelines.

DISCHARGE CHART PREPARATION

• Preparation of discharge chart:
  • Faxes Discharge Summaries / Discharge Instructions / Education;
  • Completes Discharge Chart Log;
  • Reviews for deficiencies and secures corrections;
  • Reviews for correct filing order;
  • Reviews for correct labeling with patient’s name and case number on each page;
  • Complete Qualitative Discharge Analysis according to CIM Policy;
  • Updates Previous Hospitalizations (upon discharge only);
  • Enters discharge information in Medical Record Management (MRM) (Screen 5 only);
  • Stores discharge chart /combines discharge chart with previous admission 30 days after discharge.

OFFICE MANAGEMENT / COMMUNICATION

• Assembles SPTP Admission Packets;
• Supplies pertinent information to authorized persons in accordance with confidentiality guidelines;
• Maintains well developed communication and interpersonal skills to establish good working relationships with co-workers;
• Ensures most current patient and administrative forms are available for unit staff use;
• Demonstrate knowledge of TJC standards, HIPAA , hospital and departmental policies/procedures.

OTHER DUTIES AS ASSIGNED

• Routes department mail, as appropriate;
• Covers fellow File Clerk duties in their absence;
• Completes special assignments upon request and when appropriate to the needs of the department and/or area;
• Shares responsibility for running the route for document destruction pick-ups;
• Covers Admission Clerk in their absence by completing admission process according to program procedures.

Qualifications

Minimum Qualifications:

• Six months of experience in general office, clerical or administrative support work. Education may be substituted for experience as determined relevant by the agency.

Preferred Qualifications:

• High School Diploma / GED and One (1) year of experience involving use of basic computer programs, keyboarding, general office practice and/or office administration.

Post-Offer, Pre-employment Requirements:

• Ability to pass a KBI background and pre-employment drug test.

Recruiter Contact Information

Name: Mitchell Smith

Email: mitchell.smith@ks.gov

Phone: 620.285.4383

Mailing Address: 1301 KS Hwy 264, Larned, KS 67550

Job Application Process

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Complete or update your contact information on the Careers> My Contact Information page. *This information is included on all your job applications.

Upload required documents listed below for the Careers> My Job Applications page. *This information is included on all your job applications.

Start your draft job application, upload other required documents, and Submit when it is complete.

Manage your draft and submitted applications on the Careers> My Job Applications page.

Check your email and My Job Notifications for written communications from the Recruiter.

Email – sent to the Preferred email on the My Contact Information page

Notifications – view the Careers> My Job Notifications page

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Required Documents for this Application to be Complete

Upload these on the Careers - My Job Applications page

Transcripts

DD214 (if you are claiming Veteran’s Preference)

Upload these on the Attachments step in your Job Application

• Resume

Helpful Resources at jobs.ks.gov: “How, What, & Where do I Upload Documents”

Kansas Tax Clearance Certificate: A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer. A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law.

If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that the Kansas Department of Revenue will work with you. The Kansas Department of Revenue can set you up on a payment plan to receive a Tax Clearance so you can get a job working for the State of Kansas. The Kansas Department of Revenue can be contacted at 785-296-3199. Kansas Department of Revenue - Tax Clearance Frequently Asked Questions