Scanning Coordinator / Administrative Specialist II (Forensic Evaluation Services)

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 a Scanning Coordinator / 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 (OMH), G. Werber Bryan Psychiatric Hospital (BPH), 220 Faison Drive, Columbia SC 29203.

As the Administrative Specialist II, under minimal supervision of the Administrative Coordinator I, Forensic Division, you will serves as the Scanning Coordinator for Forensic Evaluation Services (FES). This role will coordinate the document imaging process; ensure the migration into TeamIA record keeping system; perform quality improvement tasks on the indexing of documents and accuracy of migration into Team LA. You will perform various job duties including analysis and assemble of medical records, processing requests for release of information.

Responsibilities for the Scanning Coordinator / Administrative Specialist II:

• Perform qualitive and quantitative analysis of medical records to ensure compliance with standards established by OMH, TJC, and other regulatory agencies.
• Organize record content according to facility standards. Independently assist healthcare providers with record room services. Prioritize work and adjust priorities based on requests for assistance. File loose material, and legal administrative papers into the medical records.
• Compile monthly Reports: to include LPP Delinquency List, Final Summary Tracking Report, COC Plan Tracking Report, Monthly Discharge Report
• Audit closed patient records, focusing on verifying key information used for compliance audits or quality improvement purposes; key tasks include: selecting a sample of closed records, reviewing patient demographics, checking for complete documentation, evaluating treatment plans, verifying discharge instructions, identifying potential issues, and documenting findings with corrective actions.
• Prepare Forensic Evaluation Services (FES) charts for scanning into the IA Folder. Scans FES records into Team IA system. Document records scanned on Index worksheet for documentation purposes.
• Process requests for release of information ensuring that requests are following HIPAA and other guidelines and requirements for disclosure of records. Retrieve and process all incoming requests via telephone, face to face, or written for such release. Calculate, collects and transmit fees associated with the release of information. Photocopy materials from the original medical record. Enter all disclosures into the Quantim Correspondence system. Additionally, for discharged patients, compile data to create and forward discharge packets to local Mental Health Centers, and other requestors for continuity of patient care.
• Assist with ensuring department coverage in all areas of duty.
• Adhere to all Corporate Compliance duties, Harassment-Free Workplace policies, time and attendance policies, and facilitates' requirements for cultural awareness training.

• A high school diploma. Related clerical experience may be substituted for a high school diploma.

Additional Requirements:

• Ability to walk, stand, climb stairs, reach, pull, push, bend stoop and lift up to 25 pounds.

• A high school diploma and two (2) years of clerical experience; or an associate degree in secretarial science or other related field; of three years of clerical experience.
• Bilingual abilities in English and Spanish (or another language) are a plus.

Post hire, employees must:

• Be versatile and flexible, having the ability to perform several positions within all departments of (Health Information System (HIS).
• Have the ability to type al least 35 wpm and have general knowledge of a computer, must be able to understand the flow of health information within the department.
• Be able to interact in a helpful and pleasant manner with all individuals
• Have knowledge of laws and regulations covering psychiatric medical records.
• Be able to respond to non-routine requests for medical information.
• Follow strict guidelines in performance of duties, exercising little to no deviation.

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
• Retirement benefit choices *
  • State Retirement Plan