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    Clerk III - Austin, United States - Texas Department of Aging & Disability Services

    Texas Department of Aging & Disability Services
    Texas Department of Aging & Disability Services Austin, United States

    2 weeks ago

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    Description

    Job Description:


    The Clerk III performs highly complex (senior-level) clerical work for the Maternal Mortality and Morbidity Review Committee under the supervision of the Maternal Mortality and Morbidity Epidemiology Branch Manager.

    Work involves scanning confidential medical and legal records, assisting epidemiology staff in tracking records and record processes in a preexisting database, requesting medical and legal records with electronic fax software, conducting web searches and calling facilities and individuals to find contact information for record requests, contacting medical facilities, law enforcement agencies, and county offices via phone or email to follow up on records requests, filing records electronically and in filing cabinets, editing and encrypting electronic medical and legal records using Adobe Acrobat, assisting epidemiology staff in transferring files, collecting and sorting mail daily from the mailbox, and assisting with record destruction.

    Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

    Essential Job Functions:

    Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.


    EJF1.

    Identify and retrieve records from the following agencies:
    medical offices, hospitals, police departments, medical examiners, and others as it relates to pregnancy-associated deaths in Texas. Organize and catalog record requests and records that are received in accordance with state and departmental statutes. Follow-up with agencies for records as needed. (40%).

    EJF2.

    Manages the scanning and electronic storage of medical and other records in accordance with HIPPA; PHI; and ePHI regulations with administrative support with the management of confidential records.

    Process and sort records according to departmental standard operating procedures. Ensures the proper destruction of physical and electronic records. Conduct inventories of physical and electronic records by tracking request, receipt, and destruction of records based on departmental timelines. Coordinates the secure removal of physical records. (35%).

    EJF3.

    Works in close collaboration with other Maternal Mortality and Morbidity Epidemiology Branch staff to exhaust all opportunities for record retrieval and provides input on the completeness of case packaging for the Maternal Mortality and Morbidity Review Committee.

    Provide regular updates on simple calculations including the number of records received, the time elapsed between initial request, follow ups, and records receipt.

    Provide input on novel methods to identify and retrieve records. (10%).

    EJF4. Maintains and provides input on standard operating procedures related to records request and storage. Recommends modifications to records request templates, phone scripts, storage methods, and standard operating procedures.

    Reviews and reconciles discrepancies or inconsistencies in case pipeline summaries, records request forms, records from external agencies, and similar documents.

    (10%).

    EJF5.

    Performs other duties as assigned including but 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 (5%).

    Knowledge Skills Abilities:
    Knowledge of spelling, punctuation, grammar, and arithmetic.
    Knowledge of professional records and information management theory, best practices, principles, standards, technologies, and requirements.

    Knowledge of their section's and unit's services and operations and the records, data, and information systems that support them.

    Knowledge of departmental practices, policies, and procedures.

    Knowledge of local, state, federal guidelines, laws, and regulations related to records and information management including PHI, PII, ePHI, and HIPPA.


    Skill in implementing records management systems.
    Skill in multi-tasking and prioritizing job duties.
    Skill using computers and standard desktop software applications.
    Skill in oral and written communication.

    Ability to prepare and maintain records, files, and reports.
    Ability to make arithmetic computations.
    Ability to communicate effectively.
    Ability to work with all levels of staff.
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