Administrative Specialist II - Admissions & Discharge (G.W. Bryan Hospital)

Full Job Description

Are you passionate about making a real difference in people's lives? Join our team at the Office of Mental Health where we are dedicated to providing compassionate and accessible care to our community.

We are seeking an Administrative Specialist II, who is motivated to help individuals and families navigate life's challenges and achieve long-term wellness.

If you want to use your skills to build a healthier, more resilient community, we encourage you to apply.

This position is located at the SC Department of Behavioral Health and Developmental Disabilities (DBHDD) - Office of Mental Health, G. Werber Bryan Psychiatric Hospital, 220 Faison Drive, Columbia SC 29203.

As the Administrative Specialist II, under minimal supervision, you will perform a variety of advanced administrative duties involved in the operation of the Information and Dispositions Office. Adherent to written and unwritten policies, some of which could have a significant impact on related facilities/programs and/or the department. Provide limited direct patient care services during the admission process, as well as escorting patients to their assigned lodge.

Responsibilities for the Administrative Specialist II:
Information Services:

Provide general information services and public announcements, registering hospital visitors and answer facility telephones in a prompt and professional manner.

Maintain patient files (such as retrieving and entering data in Avatar and CIS).

Assist with the notifications of emergency situation to the physicians, clinical staff, administrative personnel, Public Safety, engineering by P.A.

system and/or beeper, whenever needed and/or requested.

Admission Referrals:

Ensure Admission Referrals received daily are immediately reviewed and accurately entered OMH data system (i.e. patient name, hospital number, location, referral date and status).

Ensure new referral packets are signed and dated after entering data; and filed correctly in the files. Ensure employees sign the completed Referral Waiting List, then review for completeness and file.

Ensure Referral are filed; and patients who are admitted or released are removed from the Waiting List and/or files.

Psychiatric Admissions:

Assist with screening admissions documents sent from outside providers, Mental Health Centers and Other Inpatient facilities for compliance for Admissions/Transfer.

Research patients' previous hospitalizations using the facility computer system and documentation sent with the patient.

Assist with obtaining existing medical records, assuring that admission material is promptly forwarded to the appropriate ward/units/cottage.

Prepare, sort, and distribute admission material as directed. Interviews patients, escorting staff, families or interested parties for additional information as needed.

Provide general hospital information, voters, rights, patients' rights, and HIPPA pamphlets, and obtain appropriate signatures foreach patient as directed by hospital policies.

Discharging of Psychiatric Patients:

Receive and/or post discharge information regarding patients who have been discharged by the hospital or by Probate Court and/or General Sessions Court.

Employees are expected to accurately extract information from discharge documents for entry into facility computer system and/or on appropriate forms.

Re-Inventory patients' valuables/property at the time of discharge and assure that all property is returned at discharge.

Ensure elopements or returns from elopements are accurately entered in Avatar once they are reported to during your assigned shift.

Requirements

• A high school diploma and two (2) years of clerical experience, or an associate degree in secretarial science or a related field; or three years of clerical experience. Selected positions may require the ability to type at a corrected rate of 35 words per minute.

Additional Requirements:

Ability to lift at least 35 pounds, ability to stand and/or sit for extended period, walk, reach, pull, push, stoop bend and climb at least three (3) flights of stairs.

Ability to work in stressful environment. Must be able to work beyond scheduled hours or overnight as required to meet safe staffing requirements.

Qualifications

• Bilingual abilities in English and Spanish (or another language) are a plus.

Additional Information

Post hire, employees must:

• possess the ability to work closely with incoming patients, escorting staff, and visiting the public on a daily basis.
• have strong documentation skills along with strong responsible secretarial or clerical experience.
• have CPR, MAST, basic OJT MHS Training

The Department of Behavioral Health and Developmental Disabilities is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment.

Please complete the state application to include all current and previous work history and education.

A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

The Department of Behavioral Health and Developmental Disabilities offers an exceptional benefits package for full time (FTE) employees:

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
• Retirement benefit choices *
  • State Retirement Plan (SCRS)
  • State Optional Retirement Program (State ORP)

*Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.