Administrative Specialist II (Morris Village)

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, Morris Village, 610 Faison Drive Columbia, SC 29203.

As the Administrative Specialist II, under general supervision, you will perform a variety of complex and specialized medical record departmental duties. You will act as a floater assisting in the following Health Information Services (HIS) areas such as Insurance, Release of Information, and Record Room. You will maintain compliance with Corporate Compliance, Harassment-Free Workplace policies, Time and Attendance policies and facilities requirements for cultural awareness training.

Responsibilities for the Administrative Specialist II:

Verify deficiencies are corrected and performs final checks on all completed discharged records to ensure accuracy and completion. Notify clinical staff about incomplete medical records.

Print deficiency reports for clinical staff if requested. Enter record completion information into the computer or manual logs.

Work closely with physicians and other professional staff retrieving medical records for readmissions, study and research purposes, and completion of deficiencies.

Monitor and maintain the Medical record sign out system to ensure prompt retrieval of medical records and know the location of records at all times.

File medical record documentation into the patient's chart.

Perform qualitative and quantitative analysis of medical records (Morris Village) to ensure compliance with standards established by OMH, JCAHO, CARF, and other regulatory agencies.

Organize record content according to facility standards. Independently assist healthcare provider with record room services. Prioritize work and adjust priorities based on requests for assistance.

Take or ensure completed DIS records are delivered to CFSH for filing in permanent status.

Receive varied telephone communications related to patient information; processes routine ROI requests, ie., faxing I&S Sheets to the local mental health centers and/or alcohol and drug commissions.

Determine and verify Medicare/Medicaid/Tricare and third-party eligibility on all patients using appropriate computer systems.

Enter the Financial eligibility insurance information into the Avatar system. Notify UR Nurse of all insurances and makes pre-certification contacts within required timeframes.

Troubleshoot and investigate insurances for Reimbursement/Billing.

Prepare records for scanning and scans medical records. Monitor the shipping of records to Records Management or other agency for the scanning process. Perform Quality checks on records that have been scanned into the IA folder.

Assist with the Closed Record Review process retrieving records, coordinating the committee, and reviewing records as needed.

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 (3) years of clerical experience.

Additional Requirements:

• Must have the physical ability to access patient care areas on all Inpatient campuses and work-related locations.

• Must possess a valid Driver's License.

Qualifications

• Associate degree in secretarial science or three years of clerical experience.
• Bilingual abilities in English and Spanish (or another language) are a plus.

Additional Information

Post hire, employees must:

• Be versatile and flexible, having the ability to perform several positions within all departments of HIS.
• Have ability to type at least 35 wpm and have general knowledge of a computer; must be able to understand the flow of health information within the department.
• Must be able to interact in a helpful and pleasant manner with individuals.

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.