Administrative Associate III - Medical Records

Job Title

Administrative Associate III - Medical Records

Agency

Texas A&M University

Department

Vet Med-Teaching Hospital

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents, and identities are vital to accomplishing our mission and living our core values .

Who we are

The Veterinary Medical Teaching Hospital (VMTH) includes the Small Animal Hospital http://vethospital.tamu.edu/small-animal-hospital and the Large Animal Hospital http://vethospital.tamu.edu/large-animal-hospital , both of which are dedicated to the total well-being and care of a pet throughout its lifetime. We work with great people, great clinicians, and great educators with a passion for animals and educating others that allows us to provide total care for animal patients while helping to train the next generation of veterinarians at the only veterinary teaching hospital in the state of Texas!

What we want

We are looking for an Administrative Associate III to join the Medical Record Office of our Veterinary Medical Teaching Hospital! We need an individual who subscribes to and supports our commitment as stated above and will promote teamwork and respect in the workplace and in all interactions with internal and external clientele. The Administrative Associate III, under general supervision, is responsible for technical clerical work within the Medical Records department of the Veterinary Medical Teaching Hospital.  The Administrative Associate III serves as a liaison between medical facilities, doctors, students, staff, referring veterinarians and clients. Works under general supervision and provides complex administrative support work. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If the description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Essential Personnel - This position is considered essential when the University declares an emergency, campus closure, class cancellations, etc., and are therefore required to report to work and remain on duty unless or until relieved by their direct supervisor.

Cover Letter/Resume’: A cover letter and resume’ are strongly recommended. You may upload these on the application under CV/Resume.

COVID-19 information:   Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

As a Healthcare facility, The Veterinary Medical Teaching Hospital COVID-19 guidelines may vary from those located on the Division of Human Resources and Organizational Effectiveness’ website.

Required Education and Experience:

• High school graduation or any equivalent combination of education and experience
• Three years of experience in general office or clerical work.

Required Knowledge, Skills, and Abilities:

• Ability to multi-task and work cooperatively with others.
• Microsoft Office Proficient.
• Strong oral and written and interpersonal communication skills.

Other Requirements or Other Factors:

• Persons in this position are considered essential when the University declares an emergency, campus closure, class cancellations, etc., and are therefore required to report to work and remain on duty unless/until relieved by the direct supervisor
• No inhibiting allergies to animals, hay or dust.

Preferred Education:

• Associates Degree in Business Administration, Medical Records Management, and Health Information Technology.

Preferred Experience:

• Specialized training in medical terminology, work experience in a medical setting-may be hospital, veterinary hospital, other health care settings.
• Three years of related experience in administrative supporting job duties to include medical records or sensitive records management.

Preferred Licenses and Certifications:

• Medical Office Administration Certificate, Medical Records Certification, and Medical Records/Coding Certification.

Preferred Knowledge, Skills, and Abilities:

• Working knowledge of electronic medical records, ability to upload/download images or other medical information into EMR.
• Proficiency at scanning and copying.
• Working knowledge of medical records or other sensitive records management.
• Familiarity with agencies providing oversight such as Texas Board of Veterinary Medical Examiners.
• Bilingual in Spanish and/or Sign Language.

Responsibilities:

Imaging

• Receives all images from rDVM’s and clients, uploads them into PACS, and informs appropriate clinicians that the images have been received and have been uploaded int the PACS system. 
• Receives requests for images, obtains the appropriate release, downloads images to a CD/DVD, and mails to the requestor or emails to the appropriate email address provided by requester. 
• Follows up with client or RDVM to assure quality and ability to view images and make any appropriate changes.

Administrative Support and Medical Records Management

• Assists with gathering documents for Open records requests and compliance requests from the Texas Board of Veterinary Examiners.
• Provides technical information regarding administrative procedures, services, or programs.
• Applies, interprets, and communicates policies and procedures and serves as a resource for answering questions regarding policies.
• Maintains a variety of fiscal, administrative, medical & academic records.
• Posts information to agency records and modifies forms or records.
• On occasion, coordinates activities and assigns work to student workers and support staff.
• Maintains integrity of sensitive medical record information and maintain patient/client confidentiality.
• Maintains office supplies and equipment.
• Maintains office reference materials including online office materials.

Medical records email and VMIS fax log

• Retrieves and reviews all emails and faxes, downloads all records and lab results, converts to PDF, and attaches to corresponding case in VMIS. 
• Forwards all records, lab results and communications to the appropriate person and service. 
• Places all communications into the corresponding case in VMIS. 
• Reviews all failed delivery notices, contacts recipient, updates account accordingly, and resends.  
• Reviews all Medical Records requests and insurance requests, acquires necessary release, places communication on appropriate VMIS case, and fulfills requests.
• Posts information to agency records and modifies forms or records.
• Verifies, processes and reviews forms, reports, and other documents related to medical records, hospital policy and procedures.

Communication (Phone, email, client/rDVM portal).

• Assists in answering and completing all phone requests from in-house clinicians, clients, referring veterinarians.

Office Assistance

• Uses office machines and faxes and mail to send/find referring vet info not available on VMIS.
• Delivers records to pharmacy and doctors/departments.
• Searches diagnoses for doctors/students, pulls records that apply (some in storage) in a timely manner.
• Assists with ownership changes, duplicate accounts, and case numbers.
• Changes address info, if necessary.

Conversion of Paper-based records to EMR

• Pulls designated medical records and prepares them for scanning by removing all staples, paper clips, clips and makes sure all folded pages are unfolded.
• Edits all scanned records and releases case numbers into VMIS.

Discharged Records from Admission Desk

• Puts records in numerical order, stamps date received, removes visits from discharge screen and makes a tape of the case numbers for manual backup of any missing visits. 
• Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/AffirmativeAction/Veterans/Disability Employer committed to diversity.