Him Specialist - Scheduler

Department of Behavioral Health and Developmental Services; Petersburg (VA); On-site; USD 36,000 - 49,000; Full time

Job summary

Central State Hospital in Petersburg, Virginia is seeking a detail-oriented HIM Specialist – Scheduler to join the Health Information Management team in a dynamic behavioral health hospital setting. The HIM Specialist – Scheduler coordinates external medical appointments, ensures documentation is prepared and transmitted, and schedules accurately within the electronic health record (EHR).

The role maintains appointment tracking, liaises with physicians and hospital departments, and follows up on

Qualifications

• Experience in medical appointment scheduling, healthcare administration, Health Information Management, medical records, or a related healthcare setting.
• Experience using an electronic health record (EHR), scheduling system, and electronic document management system.
• Experience handling confidential patient information and coordinating with healthcare providers.
• Experience with Microsoft Office.

Responsibilities

• Coordinate external medical appointments and ensure accurate scheduling.
• Prepare and transmit medical records/documents for appointments.
• Maintain appointment tracking in Microsoft Teams spreadsheet.
• Coordinate with physicians and providers; follow up on outstanding requests.
• Assist Release of Information with authorized requests as needed.

Skills

Organizational skills

Attention to detail

EHR proficiency

Microsoft Office

HIPAA compliance

Independent judgment

Education

RHIT/RHIA certification

HIPAA certification

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Electronic Health Record (EHR)

Job description

Title: Him Specialist - Scheduler

State Role Title: 19013

Hiring Range: $35,611.00 - $49,143.00

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Central State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/csh/

Recruitment Type: General Public - G

Job Duties

Central State Hospital (CSH) is a 277 bed Joint Commission accredited psychiatric inpatient facility located in Petersburg, Virginia. CSH has proudly been serving citizens of the Commonwealth since 1870, when we opened our doors as the first psychiatric hospital in the country dedicated to the treatment of African Americans. A new and modern CSH is currently under construction on the same property, with a scheduled completion date of 2027.

CSH maintains the only maximum-security treatment facility in the state (111 beds). We also have 166 beds available for individuals in the community who need inpatient care, as well as individuals in the criminal justice system. We believe that treatment should be holistic and focused on the person’s individual needs, recognizing that recovery is not linear or the same for every person. Treatment modalities may include medication, evidence-based group and individual therapy, peer support, psychosocial rehabilitation, vocational training, preparation for court, and treatment for substance use.

Central State Hospital is seeking a detail-oriented and highly organized HIM Specialist – Scheduler to join our Health Information Management (HIM) team in a dynamic behavioral health hospital setting.

The HIM Specialist – Scheduler is responsible for coordinating and managing external medical appointments for hospital patients, ensuring appointments are scheduled accurately, necessary medical documentation is prepared and transmitted, and appointment information is communicated to appropriate hospital personnel.

Key responsibilities include reviewing daily Revenue Cycle requests, coordinating appointments with external consultants and healthcare providers, entering appointment information accurately, and monitoring the Discern Reporting Portal for appointment updates. The position prepares, exports, and organizes pertinent health information from the electronic health record (EHR) to accompany patients to scheduled appointments. The incumbent also contacts physician offices to confirm required medical records and documentation, prepares and faxes appointment packets to authorized providers, and uploads packets to designated shared folders or tracking tools when fax transmission is unsuccessful.

Scheduler maintains and updates the department's Microsoft Teams appointment tracking spreadsheet as the central source for appointment scheduling, confirmations, cancellations, rescheduling, appointment packet status, and required follow-up. Additional duties include monitoring Message Center communications, obtaining consultation reports, results, and recommendations from external providers, and ensuring received documentation is appropriately routed for scanning and inclusion in the patient's medical record.

This position serves as a communication liaison between the Health Information Management Department, nursing staff, hospital departments, external healthcare providers, physician offices, and transportation personnel to facilitate timely and effective appointment coordination. The incumbent is expected to proactively follow up on outstanding requests, resolve scheduling issues, track unresolved matters through completion, and ensure accurate communication of appointment-related information.

Additional responsibilities include assisting the Release of Information Officer with authorized medical record requests in accordance with applicable policies, procedures, and confidentiality requirements. Other duties may be assigned as needed, including providing support for agency or state operations during emergency declarations.

Knowledge, Skills, and Abilities Required to Successfully Perform the Job:

• Excellent organizational skills as well as oral and written communication skills.
• Detail oriented.
• Possess knowledge and ability to utilize an electronic health record application for auditing and importing / exporting data.

• Experience using Microsoft Word, Excel and Outlook.
• Must be able to apply independent judgment and discretion when dealing with highly confidential and sensitive matters.
• Understand and apply HIPAA regulations.

Minimum Qualifications

• Experience in medical appointment scheduling, healthcare administration, Health Information Management, medical records, or a related healthcare setting.
• Experience using an electronic health record (EHR), scheduling system, and electronic document management system.
• Experience handling confidential patient information and coordinating with healthcare providers.
• Experience with Microsoft Office.

Additional Considerations

• RHIT, RHIA, or other relevant healthcare/HIM certification.
• HIPPA certification
• Experience working as an HIM Specialist / Medical Record Clerk in a hospital setting.

Background Investigation:

All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.

Under Virginia Code 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.

Reasonable Accommodations:

Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at [phone] during business hours (8:00 a.m. to 5:00 p.m.).

Equal Opportunity:

The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.

Veteran Preference:

DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We highly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply and respond accordingly on the state application.

Benefits:

DBHDS offers a comprehensive benefits package, including your choice of health plans, paid life insurance, retirement plans, 13 paid holidays, annual leave, family personal leave, sick leave, employee discount programs, and more!

SOEI:

Per the Code of Virginia 2.2-3114, persons occupying positions of trust within state government or non-salaried citizens of policy and supervisory boards file a disclosure statement with the Commonwealth’s Ethics Advisory Council, as a condition to assuming office or employment, and thereafter shall file such a statement annually on or before February 1. Additionally, per Executive order, positions of trust include senior-level positions with responsibility affecting legislative policies and rule‑making authority or substantive authorization and decision‑making regarding policy, contracts and procurement, audits, licensure, inspections and investigations, and investments or other financial matters. Sections 2.2-3128 through 2.2-3131 of the Code of Virginia require that each employee within a position of trust complete COIA training within two months of their hire date and at least once every two years after the initial training. This position is identified as a position of trust within the agency.

Contact Information

Name: Human Resources

Phone: [phone]

Email: [e-mail]

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note:

Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.