Unified Records Coordinator

Texas Health & Human Services Commission Corpus Christi, TX
Administrative Asst IIIThe Unified Records Coordinator performs moderately complex records administration work in order to maintain the integrity of individuals' records. Responsible for coordinating the implementation and maintenance of the Unified Record for each individual at the State Supported Living Center (SSLC). Responsible for coordinating, processing and tracking record requests for Department of Justice (DOJ) and DOJ Monitors including retrieving, copying and organizing records for distribution/mailing to ensure requirements are met. Provides administrative oversight, conducts audits of the Unified Record, and tracks deficiencies to ensure corrective actions are implemented as necessary. Assists in training employees on the unified recordkeeping system and in routinely utilizing the record in making care, medical treatment and training decisions. Works under general supervision with moderate latitude for the use of initiative and independent judgment.Essential Job Functions:

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.Provides developmental guidance and oversees the implementation and maintenance of the State Supported Living Center (SSLC) Unified Recordkeeping System. Updates and implements policies and procedures in order to ensure compliance with DADS Recordkeeping requirements. Processes DOJ and DOJ Monitor record requests. Coordinates and directs the copying and preparation of records to ensure the request requirements are met and records maintained according to guidelines. Establishes and maintains systems to track requests. Reviews a sample of records per month, the number to be determined by facility need but not less that 5 records per month, to ensure records are in order and retention schedules are followed. Works with management to develop plans of correction related to deficiencies noted in audits. Tracks progress on plans of correction and prepares status reports for the SSLC. Management.Provides in-service to staff responsible for resident records and assists in training Personal Support Teams and others on the Unified Recordkeeping system, maintenance and use in making treatment and training decisions. Performs special assignments at the request of the supervisor in order to further SSLC goals. Other duties as assigned include but are 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. Knowledge Skills Abilities:

Knowledge of office practices and administrative procedures. Skill in use of personal computers and software applications in a windows environment (Word, Excel, PowerPoint, Access, Outlook) Ability to maintain filing systemsAbility to handle and safeguard sensitive and confidential information. Ability to work independently and to exercise judgment in making administrative and technical decisions. Ability to develop/implement administrative procedures and to evaluate their effectiveness; and to interpret complex rules, regulations, policies and procedures. Ability to understand and follow verbal and written instructions. Ability to communicate both in writing and verbally. Ability to establish and maintain effective working relationships with supervisor and coworkers.Registration or Licensure Requirements:

NoneInitial Selection Criteria:

Graduation from an accredited high school or GED, plus three (3) years of work experience in a field related to the duties of a records coordinator. Each year (30 semester hours) of accredited college work in a related field may substitute for the required work experience on a year-for-year basis.Additional Information:

Salary Note: The salary offered will follow HHS starting salary guidelines which are typically made at or near the minimum of the salary range. Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aide, Medication Aide and Employee Misconduct and HHS OIG List of Excluded Individuals/Entities. Males between the ages of 18 – 25 must be registered with the Selective Service. All State Supported Living Center employees are subject to Random drug testing. Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.Req #384364MOS Code:

Note: Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3A1X1. 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

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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.