DSHS WSH Office Assistant Lead

State of Washington; Lakewood (WA); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

5% premium pay on-site

Orca Card for transportation

Job summary

State of Washington’s Department of Social and Health Services seeks an Office Assistant Lead at Western State Hospital in Lakewood, WA. You will manage medical documentation, oversee OA3 staff, and ensure accuracy and compliance with HIPAA. This on-site role requires attention to detail, teamwork, and the ability to train others.

The position offers steady hours and premium pay potential for on-site work. Applicants should have a high school graduation and clerical experience; background checks

Qualifications

• Experience working with people who have behavioral health needs.
• Strong computer skills and proficiency in Microsoft Office.
• Ability to work in a diverse, collaborative team.
• Excellent customer service, attention to detail, and communication.
• Ability to maintain strict confidentiality.
• Knowledge or experience with HIPAA/PHI and medical records.

Responsibilities

• Create and maintain medical records, files, forms, databases, reports, audits, logs, and manuals while safeguarding the patient’s health information.
• Provide real-time training and coaching to OA3 staff on medical record maintenance and procedures.
• Conduct ward audits to standardize medical records across wards.
• Handle hospital-wide HIMS PHI chart control pickup and delivery locations.
• Assist credential staff with records requests and copying.
• Prepare and schedule initial treatment plans and ETCs; update in Cache.
• Review clinical staff work for completeness, dates, and signatures.
• Ensure current Court Orders are filed in medical charts as required.
• Sort incoming ward/patient mail and deliver outgoing mail to designated area.
• Respond to OA3 inquiries on filing, forms, and ward services.
• Respond to inquiries about general ward services, information, and procedures.

Skills

Behavioral health

Microsoft Office

Diversity

Customer service

Confidentiality

HIPAA/PHI

Job description

DSHS WSH Office Assistant Lead

Western State Hospital is currently seeking an Office Assistant Lead located in Lakewood, WA. In this role, you’ll use your attention to detail, multitasking abilities, and strong organizational skills to keep daily operations running smoothly and efficiently. You will manage medical documentation and records while providing leadership to the Office Assistant ward staff.

Opportunities performed on-site at this work location at least three days a week may be eligible for an additional 5% premium pay in addition to the advertised salary. Pierce County employees are eligible to receive an Orca Card for transportation needs.

Schedule:

6:30am - 3:00pm, Monday - Friday

Some of what you'll do:

• Create and maintain medical records, files, forms, databases, reports, audits, logs, and manuals within established guidelines while safeguarding each patient’s clinical record to ensure the protection of health care information.


• Provide real-time training, direction, and coaching to the Office Assistant 3 staff on medical record maintenance, policy, and procedures.


• Conduct ward audits as needed and/or requested, to assist with standardization of all medical records is consistent on each ward you lead.


• Provide hospital-wide HIMS PHI chart control pickup and delivery locations.


• Assist credential staff with records requests and copying.


• Prepare and schedule initial treatment plan and ETCs, updated treatment plans and input dates of completed ETCs and treatment plans in Cache


• Review all documented work of clinical staff to ensure completeness by verifying date and signatures are present


• Ensure that all patient records have a current Court Order filed in their medical chart following the GOR working chart order


• Conduct receiving and sorting of incoming ward and patient mail and delivery of outgoing ward and patient mail to the center’s designated mail area.


• Responds to inquiries from OA3 located on the wards regarding filing, forms, and other needs.


• Responds to inquiries regarding general ward services, information, and procedures.

What we are looking for:

• Demonstrated ability to work with people who experience behavioral health issues.


• Demonstrated skills in the operation of computers and Microsoft Office programs.


• Positively contribute to a diverse and effective team environment.


• Excellent customer service, attention to detail, and communication skills.


• Ability to maintain strict confidentiality.


• Knowledge or experience with HIPAA/PHI and maintaining medical records.

Who should apply?

High school equivalent graduation and two years of clerical experience including experience directing the work of others.

Questions?

Email [e-mail] and reference job number 06580.

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 (Nebotism) 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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