Administrative Associate III - Medical Records

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our corevalues which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are

The Veterinary Medical Teaching Hospital (VMTH) includes the Small Animal Hospital href=" target="_blank"> href=" target="_blank">animal-hospital and the Large Animal Hospital href=" target="_blank">-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.

What we want

The Administrative Associate III, under general supervision, performs technical clerical work within the Medical Records department of the Veterinary Medical Teaching Hospital. Serves as liaison between medical facilities, doctors, students, staff, referring veterinarians and clients. Works under general supervision and provides complex administrative support work.

What you need to know

Pay: $15.85 an hour

Special Instructions: A cover letter, resume, and contact information for three professional references (to include at least one previous supervisor) are strongly recommended. You may upload all three on the application under CV/Resume or upon answering the questionnaire you may attach the documents.

Qualifications

Required Education and Experience

• High school graduation or an equivalent combination of education and experience.

• Three years of experience in general office or clerical work.

Preferred Qualifications

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

• 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.

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

Special Knowledge, Skills, and Abilities

• Ability to work cooperatively with others.

• Microsoft Office Proficient.

• Strong oral and written and interpersonal communication skills.

• Ability to work with animals, hay, and dust.

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.

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.

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.

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.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration. Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you. Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums

• 12-15 days of annual paid holidays

• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month

• Automatic enrollment in the Teacher Retirement System of Texas

• Health and Wellness: Free exercise programs and release time

• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more

• Educational release time and tuition assistance for completing a degree while a Texas A&M employee

• Living Well, a program at Texas A&M that has been built by employees, for employees