Administrative Assistant / Medical Records (Aiken)

State of South Carolina; Aiken (SC); On-site; USD 32,000 - 42,000; Full time

Job summary

State of South Carolina – Office of Mental Health is seeking an Administrative Assistant / Medical Records (Aiken) to manage medical records, support front-desk operations, and assist with vital signs and administrative tasks at ABMHC in Aiken, SC.

The role emphasizes HIPAA compliance, accurate documentation, and coordination with clinical staff to ensure smooth patient flow and timely payments. Familiarity with electronic records and strong communication is essential.

Qualifications

• High school diploma or related experience; a bachelor’s degree may substitute the related experience.
• One year experience in a healthcare setting.
• Ability to lift 5 pounds and operate a state vehicle.
• Bilingual abilities in English and Spanish (or another language) are a plus.

Responsibilities

• Process medical records requests in compliance with BHDD policies, including audits and various requests.
• Maintain up-to-date patient files in the electronic records system by adding required documentation.
• Prepare and index legacy paper charts for archiving and storage.
• Provide administrative clinical support, including patient registration and front desk coverage.
• Take and record vital signs during clinical prep for patients receiving medical services.
• Manage supplies, lobby, security, and opening/closing duties; support center operations.
• Track, verify, and process patient prior authorizations and self-pay payments to optimize center revenue.

Skills

Bilingual abilities

Communication skills

Attention to detail

Education

High school diploma or equivalent

Job description

Job Responsibilities

Are you passionate about making a real difference in people's lives? Join our team at the Office of Mental Health where we are dedicated to providing compassionate and accessible care to our community. We are seeking an Administrative Assistant / Medical Records (Aiken), who is motivated to help individuals and families navigate life's challenges and achieve long-term wellness. If you want to use your skills to build a healthier, more resilient community, we encourage you to apply.

This position is located at the SC Department of Behavioral Health and Developmental Disabilities (DBHDD) - Office of Mental Health, Aiken-Barnwell Mental Health Center (ABMHC), 1135 Gregg Hwy, Aiken, SC 29801.

As the Administrative Assistant / Medical Records (Aiken), you support the recovery of persons served at ABMHC with the primary tasks of performing, under limited supervision, medical records, assisting with vitals, and administrative functions at agency.

Responsibilities for the Administrative Assistant / Medical Records (Aiken) include:

• Ensure medical records and compliance by processing all medical records requests promptly in compliance with BHDD policies including audits, patient, legal, and clincial requests.
• Maintain up-to-date patient files by ensuring all required documentation is accurately added to the electronic record import section.
• Prepare and index legacy paper charts for formal archiving and storage.
• Provide administrative clinical support by providing core administrative tasks across the agency, including patient registration, front desk reception coverage and notary services for the office.
• Perform clinical prep for patients receiving medical services by accurately taking and recording vital signs, including blood pressure, height, and weight.
• Manage administrative tasks of supply management, office lobby, office key management and security, and opening and closing duties.
• Optimize revenue by maximizing center revenue by tracking, verifying, and ensuring the timely processing of all patients prior authorizations and self-pay payments.
• Professionally engage and participate actively in all required supervision meetings, staff trainings, and agency assemblies.
• Demonstrate effective interpersonal communication skills while showing an understanding and appreciation of individual and group differences.
• Adhere strictly to Corporate Compliance, Risk Management, and DOFS policies while completing all documentation according to BHDD and QA standards.

Minimum And Additional Requirements

• A high school diploma and work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related experience.
• One year experience in a healthcare setting.

Additional Requirements

• Ability to lift 5 pounds and operate a state vehicle.

Preferred Qualifications

• Bilingual abilities in English and Spanish (or another language) are a plus.

Post Hire, Employees Must

• Have good written and oral communication skills; attention to detail; knowledge of HIPAA/Privacy Laws; flexibility, dependability, good time management and organizational skills.
• Have knowledge of the principles, policies and practices of office management.
• Have the ability to effectively plan, organize and prioritize work activity.
• Have the ability to exercise judgement.
• Receive limited supervision and support from immediate supervisor.
• Be responsible for BHDD/OMH/ABMHC policies.
• Be able to pass CPR and Managing Agitation in the Psychiatric Setting (MAPS) Certification.

This position is essential and may be called back during crises/disasters/emergencies.

The Department of Behavioral Health and Developmental Disabilities is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.

The Department of Behavioral Health and Developmental Disabilities offers an exceptional benefits package for full time (FTE) employees:

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
• Retirement benefit choices *
• State Retirement Plan (SCRS)
• State Optional Retirement Program (State ORP)
• Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.

Benefits For State Employees

State of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies.

Insurance Benefits

Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses.

Retirement Benefits

State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options.

Workplace Benefits

State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more.

Note:

The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.