Administrative Specialist III (C9 : PROTEC17-DPH, DCHS-Admin)

Full Job Description

The Health Information, Release and Records Management unit oversees health information policy and practice, release of medical records, public records and litigation support, records management, and departmental policy facilitation and administration. There are seven-unit members, working in the various lines of business across the unit, and reporting to the Health Information Manager. Release of medical records includes a hybrid environment of legacy paper medical charts, and electronic health records.

This position manages and processes responses to all requests for routine release of health information (ROI) that come through the Health Information, Release and Records Management Team, ensuring adherence to all state and federal regulations and department policy related to the use and release of client health information. This position provides administrative support to the Health Information, Release and Records Management Team which includes: Release of Information, Health Information Management, Policies, and Public Disclosure.

Temporary opportunity. Term-Limited Temporary (TLT) positions are "at-will" positions but are eligible for benefits. This TLT is currently anticipated to last 6 months.

However, funding sources for this work remain uncertain and dependent upon decisions actively being made at both the federal and local levels.

As a result, the end date of this position may be adjusted based on those decisions. The County and the Department continue to work to secure long term funding sources.

This vacancy can also be filled as a Special Duty opportunity. For Special Duty Assignment interest, you must be a Career Service, Career Service Exempt or other regular (non-temporary) employee in King

County who has completed their initial County probation. You must have supervisor approval prior to taking a Special Duty Assignment.

Note: This posting will create a list of qualified candidates that may be considered for selection of additional vacancies of the same position type over the next 6 months.

Commitment To Equity and Social Justice

Named after Dr.

Martin Luther King, Jr., one of the most influential civil rights leaders in our nation's history, King County is a vibrant international community with residents that represent countries from around the world.

It is a region with increasing diversity that cherishes the traditions of many cultures.

The county government has a deep commitment to equity and social justice and advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all – in our workplaces and our communities.

With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from all communities are incorporated into our emergency planning and public outreach efforts.

We recognize that structural racism consists of principles and practices that cause and justify an inequitable distribution of rights, opportunities, and experiences across racial groups.

Since declaring Racism is a Public Health Crisis in June 2020, King County and Public Health committed to being intentionally anti-racist and accountable to Black, Indigenous and People of Color communities.

To learn more, please visit http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx

Work Schedule

The normal work week is Monday through Friday, 8 a.m. to 5 p.m. This position is subject to the Fair Labor Standards Act and is overtime eligible.

Remote and Onsite Work

The Health Information team works in a hybrid model, with days in the office as well as telecommuting. The ratio of remote to onsite work will be dependent on business needs and is subject to change. The primary onsite location is (Chinook Building - 401 5th Avenue, Suite 1220, Seattle, WA, 98104).

Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

King County has a robust collection of tools and resources to support working remotely.

The individual selected for this opportunity will join an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.

Employees will be provided with a County-issued laptop and must maintain a home workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.

Requirements

• Uses independent judgment, clinical and health information decision making skills, and knowledge of health information management practices to process and track the release of health records including reviewing records, redacting as needed, preparing and sending documents to requestor.
• Maintains and updates information in the Master Patient Index system for paper charts (Infolinx). Conducts audits for clinical paper charts at various sites, as assigned by the HIMs manager.
• Ensures accurate and timely entry of all health records requests into the release of information logging system, verify that releases are valid and meet mandated timelines for release of health care information.
• Informs Release of Information (ROI) Manager of unusual circumstances as appropriate to determine action and follow up.
• Serves as technical resource to Public Health managers, supervisors, and employees about release of health records.
• Responds to and resolve requestor questions or complaints regarding release of health records.
• Responsible for processing duplicate resolution within Epic, following established Patient Identity Procedure Manual and other applicable Public Health procedures.
• Systematically archive inactive program records in accordance with timelines mandated by disclosure laws and County guidelines.
• Create and maintain program documents, databases and prepare and generate reports.

Qualifications

Ideal Candidate:

• Demonstrated knowledge, experience and background in processing health information releases.
• Demonstrated knowledge of State and Federal Health Information Privacy laws and management principals.
• Demonstrated ability to perform repetitive and routine tasks while maintaining attention to detail and accuracy of work product.
• Knowledge of medical terminology.
• Demonstrated ability to develop and implement protocols for managing, tracking and coordinating release of information processes.
• Demonstrated ability to serve as an expert adviser to internal and external customers regarding release of health care records.
• Demonstrated ability to identify and resolve problems, think creatively and work with others on a team approach to solve problems.
• Demonstrated skill in written and oral communications including training and making presentations.
• Demonstrated knowledge of principles of customer service and satisfaction with the ability to work with diverse groups of individuals.
• Demonstrated skill in managing a number of projects simultaneously, working under pressure, meeting deadlines and adapting to changes in workload or timelines.
• Demonstrated ability to understand and apply regulations, and policies related to, state, and federal privacy and security of confidential information in all formats including verbal, written and electronic.
• Demonstrated working knowledge of Microsoft Office Outlook, Excel, & Word.
• Proficient in the use of a fax machine, copier, and multi-line phone.
• Demonstrated knowledge of general office policies, principles and practices.
• Demonstrated skill in providing direction regarding work assignments and in delegating work assignments to appropriate staff members.
• Demonstrated ability to move up to 25 pounds, bend, twist and stretch in order to move boxes and retrieve health records.

Desired Candidate:

• Possess credentialing as a Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA).
• Bachelor's degree in Health Information Management or a related field, or an equivalent combination of experience and training/education.
• Medical record/health information management experience in an outpatient health care setting with at least some ROI experience.
• Prior experience in Healthcare and/or Healthcare Compliance.

Additional Information

Forbes named King County as one of Washington State's best employers.

Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.

Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class.

Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply

If you are interested in pursuing this position, please follow the application instructions carefully.

If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.

Who May Apply

This position is open to the general public.

The following items are required to be considered for this vacancy:

• NEOGOV Job Application (The responses on your job application should be thorough and complete and will be used in the screening process)
• Supplemental Questions (The responses to the supplemental questions should be thorough and complete and will be used in the screening process)
• Resume
• Letter of Interest

(Please note: additional attachments will not be reviewed as part of the evaluation process if not outlined as a required application material as outlined above).

Your application may be rejected as incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application.

Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.

Necessary Special Requirements

• The selection process may include evaluation of application materials and supplemental questions, interviewing, and testing. You must completely fill out the application with your relevant education and work experience.
• The selected candidate must be able to provide proof of Basic Life Support (BLS) / CPR (if applicable).
• The selected candidate must be able to pass a thorough background investigation, but findings may not necessarily disqualify an applicant for employment. (and Pre-employment Physical, if applicable).
• For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring. For tips on interviewing, please visit https://www.kingcounty.gov/~/media/audience/employees/learning-and-development/Interview_Tips.ashx?la=en.
• Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
• Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
• Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
• Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.

When Public Health responds to an emergency, and in accordance with relevant CBA language and/or KC policy and procedures, we may assign duties outside your regular job description.

This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.

• If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact your recruiter listed on this job announcement.

Union Membership

ProTec

Contact

For more information about the application process please contact Alexis Owens atAlowens@kingcounty.gov