The Clerk III performs highly complex (senior-level) clerical work for the Maternal Mortality and Morbidity Review Committee under the supervision of the Maternal Mortality and Morbidity Epidemiology Branch Manager. Work involves scanning confidential medical and legal records, assisting epidemiology staff in tracking records and record processes in a preexisting database, requesting medical and legal records with electronic fax software, conducting web searches and calling facilities and individuals to find contact information for record requests, contacting medical facilities, law enforcement agencies, and county offices via phone or email to follow up on records requests, filing records electronically and in filing cabinets, editing and encrypting electronic medical and legal records using Adobe Acrobat, assisting epidemiology staff in transferring files, collecting and sorting mail daily from the mailbox, and assisting with record destruction. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
EJF1. Identify and retrieve records from the following agencies: medical offices, hospitals, police departments, medical examiners, and others as it relates to pregnancy-associated deaths in Texas. Organize and catalog record requests and records that are received in accordance with state and departmental statutes. Follow-up with agencies for records as needed. (40%).
EJF2. Manages the scanning and electronic storage of medical and other records in accordance with HIPPA; PHI; and ePHI regulations with administrative support with the management of confidential records. Process and sort records according to departmental standard operating procedures. Ensures the proper destruction of physical and electronic records. Conduct inventories of physical and electronic records by tracking request, receipt, and destruction of records based on departmental timelines. Coordinates the secure removal of physical records. (35%).
EJF3. Works in close collaboration with other Maternal Mortality and Morbidity Epidemiology Branch staff to exhaust all opportunities for record retrieval and provides input on the completeness of case packaging for the Maternal Mortality and Morbidity Review Committee. Provide regular updates on simple calculations including the number of records received, the time elapsed between initial request, follow ups, and records receipt. Provide input on novel methods to identify and retrieve records. (10%).
EJF4. Maintains and provides input on standard operating procedures related to records request and storage. Recommends modifications to records request templates, phone scripts, storage methods, and standard operating procedures. Reviews and reconciles discrepancies or inconsistencies in case pipeline summaries, records request forms, records from external agencies, and similar documents. (10%).
EJF5. Performs other duties as assigned including but 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 (5%).
Knowledge Skills Abilities:
Knowledge of spelling, punctuation, grammar, and arithmetic.
Knowledge of professional records and information management theory, best practices, principles, standards, technologies, and requirements.
Knowledge of their section’s and unit’s services and operations and the records, data, and information systems that support them.
Knowledge of departmental practices, policies, and procedures.
Knowledge of local, state, federal guidelines, laws, and regulations related to records and information management including PHI, PII, ePHI, and HIPPA.
Skill in implementing records management systems.
Skill in multi-tasking and prioritizing job duties.
Skill using computers and standard desktop software applications.
Skill in oral and written communication.
Ability to prepare and maintain records, files, and reports.
Ability to make arithmetic computations.
Ability to communicate effectively.
Ability to work with all levels of staff.
Registration or Licensure Requirements:
N/A
Initial Selection Criteria:
Graduation from a standard high school or equivalent. Experience may be substituted for the required education on a year-to-year basis.
Experience with records management, information systems, process analysis or related experience, preferred with a Texas state agency.
Experience developing and maintaining records retention schedules, policies and procedures, preferred with a Texas state agency.
Additional Information:
IMPORTANT, PLEASE READ THE FOLLOWING INFORMATION PRIOR TO SUBMITTING AN APPLICATION FOR THIS POSITION:
Information on the application must clearly state how the applicant meets initial selection criteria in the Summary of Experience section in order to be interviewed. Resumes will not be accepted in lieu of an application.
Applicants must provide information relevant to the required experience for this position. Answer all questions and completely summarize your experience including technical and managerial responsibilities and any special training, skills and qualifications for each position you have held in the employment history section of application.
All fields on the application must be filled-in completely. This includes, but is not limited to, previous salary, previous supervisor, and reason for leaving previous position.
This position is available for telework options as an added employee benefit but must live and reside in Texas.
Agency salary policy, budget and candidate’s qualifications will dictate final salary offer.
Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to: 35F, IT, 23, 02111, 8E000. 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
MOS Code:
35F, IT, 23, 02111, 8E000
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.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS