DSHS BHHA Forms and Records Analyst 3

State of Washington; Grand Mound (WA); On-site; USD 60,000 - 80,000; Full time

Job summary

Washington State Department of Social and Health Services seeks a Senior Records and Disclosure Specialist to coordinate complex records requests, legal discovery, and records retention across Behavioral Health Treatment Centers programs. You will advise leadership and improve records processes, ensuring secure handling and compliant documentation.

Qualifications include a bachelor’s degree with two years of forms/records management experience or a high school diploma with six years of related

Qualifications

• Bachelor’s degree and two years of experience in forms and/or records management.
• OR
• High school diploma or equivalent and six years of experience in forms and/or records management.
• Equivalent education/experience will substitute year for year.
• Must pass typing and communication tests before appointment.

Responsibilities

• Coordinate complex public records requests, subpoenas, discovery requests, and other legal records matters across BHTC programs and locations.
• Review each request, clarify its scope, identify record holders, and establish search and review steps.
• Collect, organize, track, and securely transfer responsive electronic and paper records.
• Document searches, consultations, decisions, deadlines, and records provided.
• Coordinate medical-record portions of requests with authorized health-records staff, Privacy, Legal Services, or the Public Disclosure Office.
• Monitor records-retention requirements and coordinate transfer, storage, migration, archival preparation, and authorized disposition.
• Ensure legal holds and records holds are followed.
• Identify records-system problems and recommend practical solutions.
• Develop and maintain forms, procedures, job aids, tracking tools, and records repositories.
• Serve as an administrator for BHTC SharePoint document libraries that contain approved forms, policies, procedures, and manuals.
• Compile records information and reports for BHTC leadership, courts, and other authorized parties.
• Provide guidance and training to staff on records processes, secure handling, retention, and documentation.
• Consult with leadership about complex, sensitive, or high-risk records matters.
• Escalate questions requiring legal, privacy, clinical, or public-disclosure decisions to the appropriate authority.
• Provide limited records-related backup support to an Admissions Coordinator when assigned and consistent with the approved position description.

Skills

Typing

Communication

Education

Bachelor’s degree + 2 years forms/records mgmt

HS diploma + 6 years forms/records mgmt

Job description

Senior Records and Disclosure Specialist

As a Forms and Records Analyst 3, you will coordinate complex records requests, legal discovery, records retention, and information-management activities across BHTC programs.

Behavioral Health Treatment Centers provides behavioral health treatment and restoration services across multiple programs and locations. BHTC serves residents participating in competency restoration, residents found not guilty by reason of insanity, and residents receiving services under civil commitment.

BHTC supports recovery, resilience, rehabilitation, restoration, and successful transition to the next appropriate setting.

You will work with staff from competency restoration, not guilty by reason of insanity, and civil programs, along with agency partners, attorneys, courts, Public Disclosure, Privacy, Legal Services, and community partners. You will help ensure records are accurate, secure, complete, and managed according to approved requirements.

You will also advise leadership on complex records issues, improve records processes, and help staff use forms and records systems consistently.

Some of what you'll be doing:

• Coordinate complex public records requests, subpoenas, discovery requests, and other legal records matters across BHTC programs and locations.
• Review each request, clarify its scope, identify record holders, and establish search and review steps.
• Collect, organize, track, and securely transfer responsive electronic and paper records.
• Document searches, consultations, decisions, deadlines, and records provided.
• Coordinate medical-record portions of requests with authorized health-records staff, Privacy, Legal Services, or the Public Disclosure Office.
• Monitor records-retention requirements and coordinate transfer, storage, migration, archival preparation, and authorized disposition.
• Ensure legal holds and records holds are followed.
• Identify records-system problems and recommend practical solutions.
• Develop and maintain forms, procedures, job aids, tracking tools, and records repositories.
• Serve as an administrator for BHTC SharePoint document libraries that contain approved forms, policies, procedures, and manuals.
• Compile records information and reports for BHTC leadership, courts, and other authorized parties.
• Provide guidance and training to staff on records processes, secure handling, retention, and documentation.
• Consult with leadership about complex, sensitive, or high-risk records matters.
• Escalate questions requiring legal, privacy, clinical, or public-disclosure decisions to the appropriate authority.
• Provide limited records-related backup support to an Admissions Coordinator when assigned and consistent with the approved position description.

This position does not independently make legal, clinical, or privacy determinations outside its assigned authority.

Who should apply? Professionals with:

Bachelor’s degree and two years of experience in forms and/or records management,

OR

High school diploma or equivalent and six years of experience in forms and/or records management.

Equivalent education/experience will substitute year for year.

Note: Must pass typing and communication tests which will be conducted prior to an appointment to this position.

The Department of Social and Health Services’ (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency’s vision that you bring a fairness, access, and social justice commitment to your work with DSHS. We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.

Prior to a new hire, a background check including criminal record history may be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at [phone]. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

Relationship and Reporting Structure Disclosure: If you are selected for hire, you must disclose whether you have a relative, household member, close friend, or romantic partner within your potential supervisory chain of command. DSHS has a Relationships and the Reporting Structure policy that prohibits nepotism and can be reviewed here. Applicants whose appointment would result in a prohibited reporting relationship are not eligible for appointment to that position.

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