JOB SUMMARY:

To provide diversified administrative, clerical, and technical assistance/service within the correctional healthcare facility through electronic information systems management, medical records processing, or materials inventory/procurement activities.

ESSENTIAL JOB FUNCTIONS:

General Position Operational Functions: 

Staff members selected into this position might perform any of, or potentially all of the following functions based on the specific needs of the assigned facility:

Administrative Type Functions:

·          Operates personal computers to enter and assimilate data, generate reports, draft routine correspondence, and develop special administrative analyses.

·          Performs facility administrative support tasks including but not limited to filing, mail functions, faxing, and typing correspondence. 

·          Executes some degree of complex administrative support duties involving the exercise of independent judgment giving general directions and supervision. 

·          Operates data entry system for entry and receipt of daily referrals for ancillary clinics, pharmacy, daily medical releases within the TDCJ classification system.

·          Enters appointments in system. Maintains tracking system to assure all clinic appointments are completed.

·          Answers phone calls and adjudicates each call appropriately

·          Enters Layins into the appropriate program (R050) for clinical appointments for dental, nursing, treatments, mental heath, providers, and makes reminders of the appointment in Electronic Medical Records (EMR).  

·          Issue passes as directed by the clinician to offenders, and ensures that reminder is made in EMR. 

·          Tracks all "missed clinics", ensures proper documentation is completed in the medical record, and that patient has been discharged appropriately showing "no showed" for clinic

·          Acts as primary time keeper, assuring completeness of time sheets, supporting documentation and entry into Kronos.  Maintains employee’s unit file and ensures completeness of information as provided by the employee.  Sets up CEU file, monitors and reports number of hours completed quarterly. 

·          Maintains Mental Health Caseload Logs and enters PAI scores into EMR.

·          Keep track of Diet for Health (DFH)

Medical Record Type Functions:

·          Retrieves, assists in retrieving and maintains a tracking system for all medical record charts located on the facility.

·          Reviews medical records upon return for completeness and accuracy and files records and forms upon completion of use. 

·          Schedules offenders record reviews, takes orders for copies, debits offender trust fund and provides copies to the offender.

·          Copies and scans into EMR daily all Sick Call Requests including all forms utilized that are not in EMR.

·          Chain in new offenders, populates the chart into EMR, routes to nursing and providers for review within policy guidelines. 

·          Maintain all logs, internal and external to assure compliance to Policy and Standard Operating Procedure.

·          Respond to all inquires from Parole Officers, Patient Liaison Investigator, Office of the Attorney General, etc. and other agencies as allowed by Policy.  Request medial records from outside vendors, from Hospital Galveston and other internal sources when offender returns from appointment without clinical notes. Conduct offender record reviews.

·          Print list from computer system and route to appropriate departments for action, including DNA pre-release offenders, expiring restrictions, expiring medications, etc.

·          Upon completion of all required Sick Call Request functions, maintains Sick Call Requests (copies) for TDCJ auditors.

·          Collects, packages and forwards scanned patient documents to Medical Archives, packages dental films for organization.

·          Collects offender records, dental and other radiology films so they can be forwarded with transferring offenders to newly assigned facilities.

·          Purges releasing offender charts and forwards charts and dental films for archiving.

·          Ensure the Dental x-ray (pano) is with incoming offender, if not; send email to MEDR to alert other medical records department of missing x-ray.

·          Scan and copy information into the electronic health record.

Materials Management Type Functions:

·          Receives, stores, distributes and inventories materials (including but not limited to narcotic-based medicines and medical supplies) by conveying materials from receiving area to storage or other designated areas. 

·          Maintains proper inventory levels and stock records in a facility supply storeroom or warehouse.

·          Fills requisitions, work orders or supplies requests, and returns expired/unused supplies to vendors for credit.

·          Checks contents received against invoices and purchase orders and reports discrepancies.

·          Maintains facility equipment and executes work orders as necessary. 

·          Conducts facility supply inventory and maintains supply audit trail.

·          Maintain the daily, weekly and monthly inspection logs as required by TDCJ.  Request work orders as needed from the daily report.

·          Meets courier to pick up drugs and contaminated waste, vendors for equipment, and lab courier for pick ups and assures that all paperwork/logs are completed and routed appropriately.

·          Represents the department as the CDSO (Collateral Duty Safety Officer) and trains department employees and SSI workers monthly on safety classes.

·          Trains, documents and supervises department SSI in their job duties.  Ensure that they are worked appropriately and within TDCJ guidelines.

·          Maintains log of Electronic Medical Record help desk request.

Medically Delegated Functions:

·          Performs tasks delegated by physicians and supervised by RN staff.

·          Demonstrated competency to perform basic clinic type tasks outlined in approved Competency Based Orientation Tool.

·          Adheres to internal controls established for department and Correctional Managed Care. 

·          Assist providers with Chronic Care (CCC) reminder list.

·          Completes training and schedules DMS appointments. Coordinate and present offender DMS appointments (including psychiatrist), ensuring tests, films and other related patient information is completed.  Maintains DMS Risk Assessment Logs for Divisional Office.

·          Adheres to internal controls and reporting structure.

MARGINAL OR PERIODIC JOB FUNCTIONS:

• Performs related duties as required.

REQUIRED EDUCATION / EXPERIENCE:

High school or equivalent in related field and two years related experience in administrative support, medical, business or applicable related fields.

EQUIPMENT:

Standard office equipment.

WORKING ENVIRONMENT/LOCATION OF POSITION:

Standard hospital, clinical, laboratory and/or office environments. 

OTHER: 

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code.

ANY QUALIFICATIONS TO BE CONSIDERED AS EQUIVALENTS IN LIEU OF STATED MINIMUMS REQUIRE THE PRIOR APPROVAL OF THE VICE PRESIDENT FOR HUMAN RESOURCES AND EMPLOYEE SERVICES.