Office Assistant

STARS Behavioral Health Group - Los Angeles, CA (30+ days ago)3.1


Job Brief
Come join our team as a Medical Records Clerk in our Los Angeles office.

Named one of the best places to work in California!

Star View Community Services provides programs for children, adolescents, transitional age youth (TAY) and adults who face emotional, behavioral and learning challenges and have difficulty succeeding in family and community living environments. Our experienced staff of psychiatrists, psychologists, social workers, mental health specialists, parent partners and other therapists/counselors provide case management, mental health care and a range of support services in schools, homes or other community settings. Our dedicated teams work collaboratively and in partnership with family members, school administrators and faculty, county social workers, case managers, probations officers and other agencies.

Job Summary:
Under the direction of the Center Director, the Office Clerk is responsible for certain specific aspects of medical record management overall office clerical tasks for SVCS. Essential duties of the position are to scan into the Electronic Medical Record all required forms submitted as part of the Private Health Information that establish the permanent records for all clients; assure that all elements of the scanned documents are complete and accurately filled out before scanned, and in keeping with agency policy and DMH requirements; coordinate and communicate with the QA department and Center Coordinators to ensure that the Packet process is conducted in an appropriate and timely way; coordinate with supervisors and clinicians to ensure identified and required corrections are completed in a timely manner prior to scanning; document and log all requests for deletions of scanned documents as needed; provide training on the scanning process for backup staff as needed; safeguard all PHI records that require storing and availability of access for relevant client information, whether current or historical, or for auditing purposes; provide legally authorized copies of Private Health Information as required. This positon may also be responsible for data entry as it relates to Outcome Measures and Collateral Client information, etc. Tasks may include serving as the Packet Tracking Assistant (PTA) to assigned teams. The Medical Records Clerk/Office Clerk may also act as a back-up to the Receptionist, and is responsible for other duties as assigned.

Minimum Qualifications:
High school graduate or equivalent. Associate degree in office management or other related field of study, preferred.
One year of general office experience required. Computer proficiency is required.
Valid California Driver License.
Medical Terminology Certification preferred but not required.

Job Duties:
Monitor the security of medical records and authorized use, and access control of medical records room as assigned.
Supervise all access to Private Health Information by employees.
Scan all client documents in the EMR as indicated through packet designations (i.e. Admission Packet, Semi-Annual, Annual Packets, etc.) as assigned.
Audit Medical Records portion of packets that are submitted for accuracy and completeness before scanning as assigned.
Stamp and sign all scanned packets and other documents immediately upon scanning/processing.
Prepares copies of confidential medical records when authorized and distribute as authorized under HIPAA guidelines as assigned.
Record all information regarding copying and distribution of confidential material in the HIPAA Accounting of Disclosures Tracking File and logs the information
Document and log receipt of all requests for deletions and send to EMR Coordinator; upon confirmation of each deletion, rescan appropriately completed/corrected packets
Aids Center Director and QA Manager in the processing and collection of client and family satisfaction survey reporting as assigned.
Enters data as it relates to client outcome measures, collateral information, etc. across several record keeping systems (i.e. EMR, county data bases, internal data bases etc.) as assigned
Serves as a Packet Tracking Assistant (PTA) for one or more teams, which includes:
Attending regularly scheduled weekly meetings for assigned team(s)
Distributing upcoming due packets
Collecting completed packets and forwarding to the appropriate person for processing
Obtaining new client information and adding to the PTA report under the case-carrying clinician’s caseload, with appropriate due dates
Maintaining good communication with team supervisor to ensure that PTA report remains current and accurate
Updating weekly PTA reports and communicating changes to the staff responsible for updating the master reports
Actively participates in the agency’s and SBHG’s Total Quality Management and Continuous Quality Improvement systems which support compliance with Joint Commission and other accreditation standards as applicable.
Participates in TQM activities as requested including CQI subcommittees, probes, peer review, audit and/or tracer activities.

We offer:
Competitive compensation
Company paid benefits package including medical, dental and vision and many other voluntary benefits
Rewarding work environment with excellent opportunities for career growth
Excellent work/life balance including generous vacation and holiday pay
Meaningful relationships with your co-workers and the individuals we serve
Family-oriented environment
On the job training including paid CEU opportunities and career development
Flexible work schedule and environment
Mileage reimbursement