Administrative Assistant / Medical Records Coordinator (Catawba)

State of South Carolina; Cayce (SC); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health, dental, vision insurance

15 days annual vacation

15 days sick leave

13 paid holidays

Parental Leave

Deferred Compensation Program

Retirement plans: SCRS and ORP

Job summary

The Office of Mental Health within the State of South Carolina seeks an Administrative Assistant / Medical Records Coordinator to support patient information workflows and release of information processes. The role focuses on confidentiality, HIPAA compliance, and efficient handling of medical records in the EHR.

The position emphasizes strong customer service, coordination with external agencies, and adherence to department policies.

Qualifications

• High school diploma required; related work experience accepted in lieu of education.
• Bilingual abilities in English and Spanish are a plus.
• Knowledge of release of information processes and HIPAA guidelines preferred.
• Experience with electronic health record (EHR) systems is beneficial.

Responsibilities

• Coordinate and respond to release of information requests to schools, DSS, DJJ, primary care offices, BHDD, and hospitals, following HIPAA.
• Process medical records requests and manage filing/importing in the EHR.
• Review records for accuracy, completeness, and policy compliance.
• Protect and secure medical records and ensure accessibility for staff and authorized parties.
• Provide quality customer service by phone and in person regarding policies and releases.
• Comply with corporate policies, risk management, and annual training.

Skills

Customer service

HIPAA compliance

Medical records management

Bilingual English/Spanish

Education

High school diploma

Bachelor's degree substitution

Tools

EHR system

Job description

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 Coordinator 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, Catawba Community Mental Health Center (CCMHC), 448 Lakeshore Pkwy, Suite 110, NorthLake II, Rock Hill, SC 29730.

Under the general supervision of the Senior Office Manager, you will be responsible for maintaining pertinent information in client Medical Records. You will oversee the processing of Release of Information (ROI), ensuring the accessibility and confidentiality of the Medical Records in accordance with Federal and State Laws, Department Directives, and Center Policies and Procedures. You will coordinate inventory for all Center Medical Records, maintain digital medical record information, and monitor medical records for compliance with Quality Assurance Policies.

Responsibilities for the Administrative Assistant / Medical Records Coordinator:

• Responsible for coordinating and responding to release of information requests, to agencies such as school districts, Department of Social, Services, Department of Juvenile Justice, Primary Care offices, BHDD and private hospitals, etc. You must demonstrate knowledge of releases and adhere to all Federal, State, and Department regulation regarding release of patient information. Responds to legal correspondence (Court Orders, Subpoenas) according to HIPAA and Privacy Practice Guidelines.
• Process medical records for release to patients at their requests. You will complete filing / importing of patient related documents in the Electronic Health Record (EHR) or medical records appropriately.
• Review medical records for accuracy, completeness and compliance with Department Policies, Procedures, and Regulations.
• Protect and secure medical records as well as ensure that each medical record is accessible to center staff and external authorities.
• Provide quality customer service by telephone and in person to patients and other sources. provide information about policies and procedures of medical records and their release in a knowledgeable and conscientious manner.
• Comply with corporate compliance policies/procedures, Risk Management plans, and complete all annual training as required.

• 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 work experience.

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

Post hire, employees must:

• Be able to pass CPR and Managing Agitation in the Psychiatric Setting (MAPS) Certification.
• Be able to work a flexible schedule and know this position in considered essential and may be called back during crises / disasters / emergencies.
• Ability to lift medical records boxes.
• Ability to communicate effectively.
• Ability to deal courteously and effectively with the public.
• Ability to exercise judgement and discretion in interpreting and applying policies and procedures.

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.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. Please complete the state application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

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.