DUTY STATEMENT - CalCareers



DUTY STATEMENTCALIFORNIA DEPARTMENT OF VETERANS AFFAIRSPART APosition No: 574-140-1379-002Date: Class: Office Assistant (T) - HIMSName: VacantUnder the general supervision of the Health Records Technician II (Supervisor) and/or the Staff Services Manager (I), the Office Assistant (Typing) performs a variety of the most difficult clerical and administrative support duties of the Medical Records Unit. The incumbent must utilize good judgment and communicate effectively with the public, various staff from other State Departments and the veteran/resident population within the Home. Maintain a high degree of accuracy and confidentiality when completing all assignments. Independently initiate various daily duties with varying levels of complexity. Knowledge and abilities include but are not limited: Ability to read and write English at a level required for successful job performance, able to operate various office machines, follow oral and written directions, evaluate situations accurately, and take effective action. Percentage of time performing duties:ESSENTIAL FUNCTIONS 40% 30% 25% Maintain audit logs for all resident admission, level of care change, annual examination and other routine audits. Maintain quality control logs and compile summation reports of deficiencies. Responsible for the thinning/purging of medical records according to the storage, retention, retrieval and destruction regulations, manuals and policies of the CalVet and the State of California. File and maintain all supplemental records on all residents. Assure Patient’s records are in correct order; all forms have correct identification, review for signatures/initials/dates/credentials, progress notes, patient date accuracy, etc. Respond to and track Requests for Information (ROIs). Coordinate with Health Record Technicians (HRTs) to prepare and finalize ROIs. Safeguard all medical records maintained in the facility (Medical Records office and Unit records) and track requests for access or release of records to other CalVet Staff while maintaining appropriate confidentiality and protection measures. Provide support to various units and departments to ensure continued compliance to health record standards and regulations.Pick up discharge/expired resident records from Nursing Stations. Collect all portions of the record disassemble unit chart and re-assemble into discharge record. Ensure final discharge/expired note has been completed within the appropriate number of days. Audit for completion and follow up on deficiencies with appropriate clinicians. Provide discharge information for Quality Assurance program reviews as needed. Prepare various monthly reports of all discharged patients as mandated by regulatory agencies. Provide back up and support to other Medical Records staff as needed. Data Entry and scanning into Electronic Health Record (EHR) system. Responsible for record maintenance retrieval using manual and electronic storage systems. Knowledge of or familiarity with aspects of printing records, updating patient data, and reprinting of new face sheets. Responsible for copying and preparing requested records and mailing in accordance with instructions from the requesting facility. Respond to subpoenas requesting medical records. Responsible for patient tracking including updating of Master Patient Index Cards and Admission/Discharge journals. Answer telephone calls and direct incoming calls and correspondence specific to the medical records department accordingly. Provide back up and support for mail distribution and delivery. Attend trainings and complete online Relias courses as mandated for adequate job performance and adherence to CalVet policies and procedures. NON-ESSENTIAL FUNCTIONS5%Other related duties as assigned.Position No: 574-140-1379-002Date: Class: Office Assistant (T) - HIMSName: Vacant PART B - PHYSICAL AND MENTAL REQUIREMENTS OF ESSENTIAL FUNCTIONSActivityNotRequiredLess than 25%25% to 49%50% to 74%75% or MoreVISION: View computer screen; prepare various forms, memos and reports.XHEARING: Answer telephone; communicate with Administration, department managers, department staff and residents.XSPEAKING: Communicate with staff, residents and the public in person and via telephone; interact in meetings, training.XWALKING: Within the home to the various units. XSITTING: Sit at desk answer telephone; sort mail; perform other clerical type duties. XSTANDING: Attend to residents’ and staff needs.XBALANCING:XCONCENTRATING: Review chart; verbal and written communication; provide information, prepare various forms and documents.XCOMPREHENSION: Understand needs of residents and staff; policy and procedure; verbal and written instructions. XWORKING INDEPENDENTLY: Must be able to work alone without much guidance or interaction from other staff at times.XLIFTING UP TO 10 LBS: XLIFTING 10-25 LBS: XLIFTING 25-50 LBS: XFINGERING: Push telephone buttons, computer keyboard and copier.XREACHING: Answer telephone, reach for charts and medical reports; use a mouse.XCARRYING: Transport medical charts and reports.XCLIMBING: Step StoolXBENDING AT WAIST: Use copier; access low file drawers.XKNEELING: Access low file drawers.XPUSHING OR PULLING: Open and close file drawers; carts.XHANDLING: Sort paperwork and records.XDRIVING: Special eventsXOPERATING EQUIPMENT: Computer, telephone; copier, printer, and fax machine.XWORKING INDOORS: Enclosed office environmentXWORKING OUTDOORS: Special EventsXWORKING IN CONFINED SPACE: File, supply, storage rooms, etc. XI have read and understand the duties listed on this Duty Statement and I can perform these duties with or without reasonable accommodation. (If reasonable accommodation may be necessary, discuss any concerns with the Equal Employment Opportunity Office.)Employee signature__________________________________ Date ______________Supervisor signature ________________________________ Date ______________Human Resources signature __________________________ Date ______________ ................
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