STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Medical Records Clerk (32 Hour)

Office/On-site

Recruitment #231102-6842CL-001

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Introduction

Do you want to make a difference while participating in a dynamic and reciprocal health care environment in the public sector? If so, we have an excellent opportunity for you to join our hospital’s team! 

THE POSITION
The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is seeking an experienced and qualified Medical Records Clerk to join their team. 

HIGHLIGHTS
  • FACILITY: Western Connecticut Mental Health Network (WCMHN)
  • ADDRESS: 55 West Main Street, Waterbury, CT
    • Traveling to other WCMHN sites for Health Information Management may be required. 
      • WCMHN Young Adult Services - 95 Thomaston Ave, Waterbury, CT
      • WCMHN Young Adult Services - 1669 Thomaston Ave, Waterbury, CT
      • WCMHN Respite Services - 192 Grandview Ave, Waterbury, CT
  • UNIT: Waterbury Administration 
  • SCHEDULE: Part-time, 32 hours per week, first shift, 8:00am to 4:30pm, Monday through Thursday
  • POSITION NUMBER: 140854
WHAT'S IN IT FOR YOU
  • To work for a Forbes top company: ‘Forbes’ State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule;
  • We offer a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off, including 13 paid holidays per calendar year. 
  • We encourage a strong work/life balance for all state employees. 
  • We offer opportunities for professional and personal growth. 
  • We have limitless areas for you to perform relevant and significant work.
  • State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.
    DISCOVER THE OPPORTUNITY TO
    • Prepare and maintain physical charts and ensure charts are in good repair, uniform and filed in approved order of filing; 
    • Inspect medical record documentation and identifying omissions and errors; 
    • File all assessments, treatment plans, and medical documents including laboratory and diagnostic test results; 
    • Enter data including admissions, discharges, demographic updates, and program transfers, into electronic health record; 
    • Thin charts according to overflow procedures to ensure each volume remains a manageable size; 
    • Prepare charts for audits and archiving in accordance with State Retention Schedules; and
    • Assist with reviewing and verifying adequacy and completeness of Release of Information requests in accordance with State and Federal laws, including HIPAA.
    ABOUT US 
    DMHAS is a health care agency whose mission is to promote the overall health and wellness of persons with behavioral health needs through an integrated network of holistic, comprehensive, effective, and efficient services and supports that foster dignity, respect, and self-sufficiency in those we serve. 

    WCMHN was formed in 1996 in order to coordinate clinical, fiscal and administrative oversight of Region 5 contracted and state-operated mental health services. Their mission is to provide a comprehensive and effective recovery-oriented system of mental health and addiction services that promotes self-sufficiency, dignity, cultural sensitivity and respect. 

    Within this service system, there are three state-operated Local Mental Health Authorities, which are located in Waterbury, Danbury and Torrington. In partnership with WCMHN, they provide and coordinate local clinical services. Over 200 staff including psychiatrists, nurses, social workers, rehabilitation and mental health workers provide services for persons with a long-term mental illness.  Approximately 7,000 clients receive services in a variety of programs, including peer support programs, recovery services, supported employment, homeless services, residential, crisis services, jail diversion, outpatient, case management, Assertive Community Treatment Teams (ACTT) and young adult services.  

    Selection Plan

    FOR ASSISTANCE IN APPLYING: 
    Please visit our 'Applicant Tips on How to Apply' page.

    Please Note: In order to receive educational credits toward qualification for this job posting, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the recruiter listed on this job posting.

    TO APPLY
    • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 
    • You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
    • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
    • All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.
    • This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
    AFTER YOU APPLY 
    • Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
    • This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
    • NOTE: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
    • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
    • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
    • Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.
    CONNECT WITH US 
    • Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. 
    • Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment, please contact Jensine Tran at jensine.tran@ct.gov. 

    PURPOSE OF JOB CLASS (NATURE OF WORK)

    In a state agency this class is accountable for the typing, processing and maintenance of patient files and for the monitoring of documentation deadlines.

    EXAMPLES OF DUTIES

    • Types medical forms, reports and summaries from rough copy or electronic recording devices; 
    • Checks all documentation for correct patient name and number, completion of data and authorized signature; 
    • Performs routine coding of information supplied by physicians and translated according to comprehensive reference guidelines; 
    • Files paperwork in chronological order within appropriate section of patient folders; 
    • Maintains physical folders and contents; 
    • Maintains patient rosters for different disciplines (psychiatric, nursing, social work, rehabilitation, treatment plans) and notes whether reports have been filed at required intervals; 
    • Maintains separate Medicaid/Medicare file and submits forms to physician or nursing staff for medical notation before periodic deadlines for continuation of coverage; 
    • Follows periodic deadlines for reminding accountable staff of such requirements as physical exams, weight and blood pressure checks, lab work, X-rays, medication renewal, recertification of admission; 
    • May schedule patient appointments; 
    • Performs related duties as required.

    KNOWLEDGE, SKILL AND ABILITY

    • Knowledge of
      • office systems and procedures including proper telephone usage and filing; 
      • medical or psychiatric terminology as appropriate to the position; 
    • Skills
      • interpersonal skills;
      • oral and written communication skills; 
      • accuracy in typing; 
    • Ability to
      • operate office equipment which includes personal computers or other electronic equipment; 
      • follow written and oral instructions.

    MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

    Two (2) years of clerical experience.

    MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

    One (1) year of the General Experience must have been in a medical or psychiatric environment as appropriate to the position.

    PREFERRED QUALIFICATIONS

    • Experience using electronic file systems to monitor and track physical charts 
    • Experience utilizing information tracking systems to generate reports for agency stakeholders
    • Experience with scanning and importing documents into electronic health record
    • Experience working in health care facilities for patient records
    • Experience with Health Insurance Portability and Accountability Act (HIPAA)
    • Experience with data entry

    SPECIAL REQUIREMENTS

    Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

    WORKING CONDITIONS

    Incumbents in this class in a state hospital may have significant exposure to such things as communicable/infectious diseases and/or risk of injury from assaultive and/or abusive clients and may be exposed to moderately disagreeable conditions.

    Conclusion

    AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

    The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

    ACKNOWLEDGEMENT

    As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes.  As such, a job class is not meant to be all-inclusive of every task and/or responsibility.




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