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Description Office Assistant 3 Southwest Region Business Office Lacey, Washington. Hourly Salary: $22.62-$29.96 Monthly Salary: $3,936.00-$5,213.00 Schedule: 7:00am-3:30pm (0700-1530) Monday-Friday (Saturday/Sunday off) The Washington State Department of Corrections is seeking a highly motivated and qualified individual for the Office Assistant 3 position at the Southwest Region Business Office located in Lacey, Washington. This position ensures patient records are complete and accessible and records are obtained to facilitate patient care during incarceration and after release, which increases the patient's chances of succeeding upon reentry, directly contributing to the agency's mission to improve public safety by positively changing lives

The mission of the Department of Corrections is to 'improve public safety by positively changing lives. For additional information visit our website at doc.wa.gov COMPLETED APPLICATION PACKET WILL INCLUDE: A detailed resume A cover letter outlining your interest in this position Application assessment will be ongoing; the hiring authority reserves the right to offer the position at any time during the recruitment process. It's the applicant's advantage to apply as early as possible

This recruitment could be used to fill multiple permanent or non-permanent positions. Duties Process health records: Check-in ordered records - Pull order form, note all records that have arrived for that order, accurately chrono reception of records received into OMNI using Medical File Movement code, to include number of volumes received; follow-up on any records not received by notifying Lead or Supervisor or emailing sending Records unit; enter date received for each record in Access database; place received records on shelf for disclosure processing; place each request paperwork in appropriate folder for processing. Forward substance abuse treatment records blue file (BF) to Substance Abuse Recovery Unit (SARU) when received with CF/MF - Chrono receipt of BF in OMNI using Records Issues code.

securely package in envelope; create address label, affix address label to envelope; place in outgoing mail for CMS pickup; chrono BF movement in OMNI using Records Issues code. Return records when no longer needed - After two weeks post-disclosure, verify there is no additional disclosure request for each record and send central and medical files (CF/MF) back to State Records Center (SRC) and Records and Information Management Unit (RIMU); pack archive boxes in barcode number order; create SRC or RIMU address box label; securely tape box closed with address label attached; place box by exterior door for Consolidated Mail Services (CMS) pickup; accurately chrono return of CF/MF into OMNI using Central File Movement and Medical File Movement codes, include number of boxes per file when appropriate; check off return in Access database for each CF/MF. Return records to regional Records offices for archiving - Review and research emailed request, notify requester of any records not in Unit; note in Access database records to be returned; print Access list of records to be returned; pull records from shelves, ensuring all volumes are included; place records in archive boxes in numerical order; create Record office mailing label; securely tape box closed with address label attached, complete CMS pink slip when records require shipping and affix to box; place box by exterior door for CMS pickup; chrono return into OMNI using Medical File Movement code to include number of volumes for record; note in Access database date each record was sent out; research chronos to ensure receipt of record at the regional Records office, delete Access entry once arrived, follow-up if it appears any chronos are missing.

Send requested records to facilities - Review and research emailed request, notify requester of any records not located in Unit; pull records from shelves; pack records in archive boxes; create address box label for facility Medical Records; securely tape box closed with address label attached, complete CMS pink slip when records require shipping and affix to box; place box by exterior door for CMS pickup; chrono movement in OMNI using Medical File Movement code, to include number of volumes; note in Access database date each record was sent out; research chronos to ensure receipt of record at facility Medical Records, delete Access entry once arrived, follow-up if it appears any chronos are missing or entered incorrectly. Audit Access database for readmitted individuals and send records to current facility - Research each DOC number listed in Records table in OMNI; note in Access database the ones that have been readmitted to prison; pull records from shelves; pack records in archive boxes for each location separately; create address box labels, securely tape box closed with address label attached, complete CMS pink slip when records require shipping; place box by exterior door for CMS pickup; chrono movement in OMNI using Medical File Movement code; note in Access database date each record was sent out; research chronos to ensure receipt of record at location, delete Access entry once arrived, follow-up if it appears any chronos are missing or entered incorrectly. Audit records at the Health Records Unit to ensure all have been entered into the Access database - Print Records table from Access database, search storage shelves for each record listed, note any discrepancies, research discrepancies to locate missing or extra records, update Records table as needed to add records not listed or remove records listed but no longer in Unit, notify supervisor of any discrepancies that cannot be rectified.

Order records required for disclosure when requested by supervisor or lead - Email list to each regional Records office, log into Secretary of State Records Center Management System (RCMS) and enter barcode number and DOC identifiers for each CF/MF required, print lists, attach list to requests ordered from that location, note on each list folder name the disclosure request will be filed in, file orders in Records Ordered folder. Assist with health records needs at other facilities when requested: Conduct research on each violator file received - Examine OMNI Movements to correctly identify type of violation; accurately chrono receipt of records using Medical File Movement code and include type of file and dates of admission(s); log appropriately into CCP Access database or CCJ Excel spreadsheet. Scan and index CCJ and County Boarder health records into agency imaging system - Scan documents using a Multi-Function Device or OnBase-dedicated scanner, verify legibility of each page, rescan as needed; upload image files to sweep folder; use OnBase Unity Client to index (code) each page correctly, perform quality assurance to ensure all documents are indexed accurately; verify all documents are viewable in OnBase, destroy original documents after verification, and chrono scanning and destruction using Medical File Movement code with dates of admission(s) included; delete file entry from Excel spreadsheet.

Prepare inactive records for retention 30 days post-release - Inspect outstanding loose filing to ensure all documents are included in the health record; research OMNI Movements and Chronos to ensure all volumes of the record are included; package record in envelope(s) labeled with patient last name, first name, DOC number, and admission and discharge dates included in the record; place chart spine label on spine of envelope; write number of current volume and number of total volumes on each envelope if more than one used to house record; create OMNI Chrono for any change in volume number using Medical File Movement code. Answer technical questions - Provide direction on precisely locating health records; provide direction on creating accurate chronos; provide direction on CCP file vs. CCJ file; provide direction on correctly scanning violator files.

Process inactive interfiling: Process loose filing received from facilities and regional Records offices - Conduct research to precisely locate health record using OMNI Movements, Chronos, and Check Dates, obtain archive barcode number using OFTS when required; appropriately file documents in records located at the Unit, forward documents to facilities and regional Records offices as necessary using interoffice or mailing envelopes, complete and affix CMS pink slip when required; correctly log documents for archived records into Access Interfiling database to include archive barcode number, DOC number, last name, first initial, AKA if OMNI name is different than name on document, release date, archive date, and destruction due date, accurately file documents in file cabinets for archived interfiling. Check in additional volumes and CCP violator files - Chrono reception of records/files received into OMNI using Medical File Movement code, to include number of volumes or admission dates received; conduct research to precisely locate health record using OMNI Movements, Chronos, and Check Dates, obtain archive barcode number using OFTS when required; forward or return volume/file to alternate location if needed; log receipt into Access database. Order and process records for archived interfiling - Enter CF/MFs to be ordered into Access database; log into Secretary of State RCMS and enter each CF/MF required; print order, attach list to interfiling documents, file order in Records Ordered folder; check in ordered records, chrono receipt of CF/MF using Central File Movement and Medical File Movement codes; place documents pulled from file cabinets for archived interfiling in health record; attach extra volumes of health record to CF/MF; return CF/MF to State Records Center, chrono return of CF/MF using Central File Movement and Medical File Movement codes; delete Access Interfiling database entries of documents that have been interfiled.

Monitor Access Interfiling database - When checking in CF/MFs received from SRC, search database for interfiling; attach any documents to disclosure request; delete entry in database. Create new spreadsheet and/or database when necessary to process interfiling. Maintain supply stock: Monitor and order inventory - Use Excel spreadsheet to track stock; order supplies using judgement to ensure stock does not run out; order additional items when requested by other unit staff; notify staff of impending order so any additional items can be included; complete order in TRACKS E-Purchasing System; send TRACKS order to Pharmacy and Health Records Operations Manager for approval; print Purchase Order Information Sheet (POIS) attached to confirmation email to help ensure all items are received.

Receive orders - Compare packing slip and items received with POIS, retain packing slip; email packing slip(s) to Section 3 Receiving after all items have been received; update inventory in Excel spreadsheet; retain paperwork for six months. Maintain Excel spreadsheet - Add items as necessary, to include Office Depot and/or Pacific Office Solutions item number; remove items no longer needed; adjust number of stock needed to reflect amount typically used. Ensure printed health record divider sheets are stocked - Monitor amount of each type of divider sheet available; print when needed using judgement to ensure printed stock meets the needs for breaking down records and does not run out.

Create new spreadsheet and/or database when necessary to track supplies and usage. Other duties as assigned: Review and process requests for patient medication lists to assure timely, quality service - Research in OMNI Movements location and date of release; log into CIPS Pharmacy system, enter inclusive dates of information to pull, enter patient DOC number, view results to ensure release medications are included, update inclusive dates if needed, pull Release medication list, print or save list to PDF; create Disclosure Statement and save as PF; merge medication list and Disclosure Statement into one PDF file using Adobe Pro; reply to email if emailed request and attach medication list PDF file, notify requester it is a medication list for the specific release date, encrypt email before sending; use eFax to send medication list as response to faxed request, create fax cover sheet, notify requester it is a medication list for the specific release date, save confirmation in Correspondence electronic file. Document disclosure - Enter request and disclosure in SharePoint Health Records Disclosure Log to include patient's DOC number, full name, date request was received, facility receiving request, requester name and location, if disclosure was authorized, reason for request, information disclosed, number of pages, date of completion, how document was provided, who completed the disclosure, and time spent completing disclosure; document on printed request number of pages, what was disclosed, date of disclosure, who completed the disclosure, and signature.

Review and accurately assign public records requests posted to GovQA - Research location of record using OMNI Movements, Chronos, and Check Dates; assign to individual listed on instructions Assigning Health Record Requests based on facility and record name/number responsibility; ensure authorizations for Disability Determination Services requests are valid, assign to Unit if not; assign No Records responses to Unit. Process Unit requests - Correctly log requests into Access database, to include log number, GovQA H number, DOC number, patient name, date request receive, requester name, and record location; obtain archive barcode number using OFTS when required; note log number, H number, record location/barcode number, and DOC number on request; list dates of incarceration/release on request or separate document attached to request to help ensure record is complete. Qualifications Required Qualifications: Valid driver's license.

One year clerical/office experience. Ability to type a minimum of 40 words per minute. General knowledge and experience with office machines, including personal computer, copier, fax machine, mulit-line telephone, etc.

Demonstrate proficiency in basic computer and office skills. Intermediate word processing and spreadsheet skills. Demonstrate organization and time management skills.

Handle stressful environments: Adapt to and positively handle the stress of a high-paced work environment. Multi-task: Ability to multi-task, prioritize, and complete work assignments in a fast-paced, detail-oriented environment. Policies and procedures: Know, understand, and consistently demonstrate ability to follow all applicable agency policies, procedures, and guidelines related to custody and security.

Stay current as policies and procedures change. Share information appropriately: Maintain confidentiality of information l...