Office Specialist (Data Entry)

Counseling + Recovery Services; Tulsa (OK); On-site; USD 20,664 - 30,307; Full time

Job summary

Counseling + Recovery Services in Tulsa, OK is seeking an Office Specialist (Data Entry) to maintain and control client records under supervision. The role requires meticulous data entry, charting in the EMR, and upholding privacy standards while handling multiple interruptions.

Responsibilities include scanning, archiving, updating patient information, and releasing information requests in compliance with regulations. This on-site position supports CALM unit operations with 40 hours weekly.

Qualifications

• High School diploma or equivalent.
• Minimum six (6) months prior experience in a clinical environment working with electronic medical records preferred.
• Excellent oral and written communication skills.
• Basic mathematical and alphabetizing skills.
• Good Microsoft Office skills.
• Good organizational skills.
• Demonstrates courteous manner on telephone and in person.
• Ability to address job duties with numerous interruptions.

Responsibilities

• File or scan information into paper or electronic medical records according to the approved filing order.
• Scan paper documents into the electronic health record system meeting daily requirements.
• Prepare new charts and manage chart volumes for long-term clients as needed.
• Assist with archiving and updating retention dates for clients and disclosures.
• Retrieve records from off-site storage as needed.
• Update client information in the electronic health record, including demographics and discharge data.
• Process release of information requests in compliance with regulations.
• Maintain an accurate chart tracking system and ensure records are returned per procedure.
• Coordinate training and cover reception duties when needed.
• Attend mandatory meetings and complete assigned duties on time.

Skills

Data entry

Microsoft Office

Records management

Communication skills

Organization

Phone etiquette

Education

High School diploma or equivalent

Tools

EMR system

Microsoft Excel

Microsoft Word

Email

Job description

Position Title

Office Specialist (Data Entry)

Description

Under the immediate supervision of the CALM Unit Director, this position involves duties related to the maintenance and control of client records.

Minimum Qualifications

• High School diploma or equivalent
• Minimum six (6) months prior experience in a clinical environment working with electronic medical records preferred
• Excellent oral and written communication skills
• Basic mathematical and alphabetizing skills
• Good Microsoft Office skills
• Good organizational skills
• Demonstrates courteous manner on telephone and in person
• Ability to address job duties with numerous interruptions

Special Knowledge, Skills and Abilities

• Basic computer knowledge and basic ability to use Microsoft software – email, Excel spreadsheets and Word.
• Ability to use a computer keyboard.
• Good oral and written communication skills.
• Ability to stand or sit and scan documents into the electronic medical record system.
• Ability to index records into the proper location within the EHR.
• Ability to identify where various documents will go within the EHR system.
• Ability to establish and maintain professional working relationships with clients, administration, clinical staff, support staff and the general public.
• Ability to maintain the strictest confidentiality guidelines for interactions regarding client information.
• Ability to communicate and interface with clients, administration, clinical staff, support staff and the general public in a clear, polite and respectful manner both in person and on the telephone.
• Ability to spell accurately.
• Ability to count, add, subtract, multiply, divide, and calculate charges.
• Ability to compose letters and other correspondence in a professional manner.
• Ability to answer the telephone.
• Ability to complete job tasks with interruptions and changing priorities.
• Ability to work well under pressure meeting deadlines with efficiency and consistency while maintaining a balance between good physical and mental health and the job requirements.
• Must be able to travel from one CRSOK office to another on occasion in order to perform various medical record maintenance and review activities.
• Supports and promotes a service environment for individuals in need of behavioral health and/or co-occurring services that is recovery focused, welcoming, and attentive to the needs of individuals who may have experienced trauma in their lives.

Position Responsibilities

• File or scan all information into paper or electronic medical records according to the approved record filing order (including lab, outside records, correspondence, progress notes, and other loose reports).
• Scan paper documents into electronic health record system meeting daily requirements for records to be current.
• Prepare new charts, repair or replace damaged charts, thin charts and prepare new volumes for long term clients as needed.
• Assist with archiving charts as necessary.
• Archives charts according to the record retention program. Updates retention dates for readmitted clients, disclosures and other regulatory purposes.
• Retrieve records from off site storage for release of information, readmits, and other reasons according to procedure.
• Updates client information in the electronic health record; including but not limited to client demographics and discharge information.
• Process release of information requests according to procedure and in accordance with state and federal regulation.
• Assist clients and staff with proper completion of consent to release information forms.
• Maintain accurate disclosure logs, both in EHR and Excel spreadsheet.
• Pull and file charts.
• Process chart closures according to procedure.
• Maintain an accurate chart tracking system; assure records are returned to the department according to procedure.
• Verify the identity of staff receiving records prior to checking the charts out of the department or allowing electronic access.
• Locate misfiled charts.
• Maintain a neat and orderly work area.
• Conduct review of client records to assure information is recorded according to the standards for medical record documentation.
• Complete paperwork and turn it in a timely manner.
• Maintain an adequate level of supplies in the department.
• Train employees/students/others on the department procedures such as scanning, release of information, chart order, checkout procedures, etc.
• Cover the reception desk duties when needed.
• Perform other duties as assigned by the Medical Records Director.
• Attend and participate in mandatory, agency, and team meetings.
• Arrive at work on time and honor the work schedule.
• Practice and promote the Sanctuary model seven commitments: nonviolence, emotional intelligence, social learning, open communication, social responsibility, democracy, and growth and change.
• Audit open CALM charts for any chart deficiencies and notify appropriate staff of needed corrections.
• Assist with therapist, nurse and/or discharge planner in completing discharge process and ensuring signature acquisition (e.g., ROIs, consents, etc.).
• Review active “Dashboard” status for bed status, intake/discharge status, school enrollment status and update and preparation of auditing needs.
• Regularly audit CALM closed charts for deficiencies and notify staff of needed corrections.
• Track employee completion of chart deficiencies.
• Schedule monthly CPR, First Aid, Food Handlers and TherOps training for staff’s annual training update in collaboration with CALM Unit Director.
• Coordinate review of Relias/Annual training needs for CALM Staff, collaborate with CALM Lead LSC and CALM Unit Director on communication of training needs to team members, and review completion of trainings in preparation for annual audits/certification reviews.
• Assist with resident support and coverage on unit as needed to maintain appropriate licensing ratio, support of team, and assist with resident searches.

Physical Requirements

Must be able to move from location to location within the department and the facility, bend at waist, reach above the head, stoop, kneel, and lift 10 pounds. Must be able to communicate both verbally and in writing. Must be able to read medical records, both paper and electronic. Must be able to present information to other employees and clients, process complex information within established procedures/programs, and enter data into various computer applications.

Required Training

• New Hire Orientation
• Annual Harassment
• Annual Workplace Violence
• Annual Safety & Fire Training
• Annual Diversity Training
• Annual HIPAA and Confidentiality Training
• Corporate Compliance and Ethics
• Initial and Recertification Therapeutic Options Training
• Detox Signs and Symptoms Training
• Consumer Rights Training
• Breach Notification
• Sexual Harassment/Discrimination – Prevention for Employees
• HIPAA and Behavioral Health
• Infection Prevention - Full Series
• Workplace Emergencies and Natural Disasters: An Overview
• Workplace Violence
• Trauma Informed Treatment for Children with Challenging Behaviors
• First Aid and CPR
• Sanctuary Initial and Booster Trainings

HIPAA

This position is permitted to access confidential client information, paper and electronic, without authorization and unsupervised. Information shall only be accessed on a need to know basis, in the scope of the job responsibilities.

Safety Sensitive

Counseling & Recovery Services of Oklahoma has designated this position as “safety-sensitive.” Employees who work in positions classified as “safety-sensitive” can be disciplined if they test positive for marijuana or its metabolites. Possession or use of medical marijuana while at work or during the hours of employment regardless of whether the employee has a valid Oklahoma medical marijuana license, is still strictly prohibited.

Reports To

The CALM Center Unit Director; collaboration with HIM Director and HR Coordinator

Employment Status

Non exempt

Supervises

None

Hours

40 hours per week. Mon‑Fri 11:00 am‑7:00 pm or 12:00 pm‑8:00 pm.