Records Management Technician

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Records Management Technician

Market Range:

MR10

Approved Date:

10/4/2022 10:30:28 AM

FLSA:

Non-Exempt

EEO Code:

ADMINISTRATIVE SUPPORT

Career Level:

C2

Career Level Description:

Core Services Level 2

Job Code:

100625

Job Family:

Public Records

Sub Family:

Deeds & Records Management

Primary Purpose

Works as part of a team to maintain social services, mental and public health records. Maintains records by assigning county case numbers, state IDs, and preserve unique medical records numbers.  Handles all the incoming mail from economic and child welfare and all the patient health information generated by public health and scans and indexes it to the corresponding software. Contributes to fulfilling the subpoenas, court orders, and other releases related to the information contained in the social services, mental, and public health records. Coordinates storage and retrieval of social services, mental and public health records.

•

Scans and imports data and information into electronic case management records and electronic patient medical records identify key data elements and documents in the case management and medical records and accurately interprets, identifies, and extrapolates eligibility, financial, demographic and identification information for the case management records and extrapolates Patient Health Information (PHI) into patient electronic medical records/electronic health records (EMR/EHR).

1

20%

•

Indexes and routes Department of Social Services and Public Health Documents.

2

20%

•

Manages the requests of county case numbers, state ID numbers and medical record numbers ensuring numbers are not duplicated or assigned to an incorrect file.

3

20%

•

Ensures mail and client health data is batched and organized prior to document scanning and indexing.

4

10%

•

Performs quality assurance checks of documents that have been scanned.

5

10%

•

Assists in fulfilling the subpoenas, court orders and other releases related to the information contained in the social services, mental and public health records.

6

5%

•

Handles, facilitates and coordinates the storage of social services, mental and public health records.

7

5%

•

Assists with the coverage of the Information Desks located at Swinburne and Sunnybrook.

8

5%

•

Picks up and receives all the incoming mail from Economic and Social Services and Child Welfare and all the patient health information generated by public health.

9

5%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

C2

Career Level Description:

Core Services Level 2

•

Works to deliver day-to-day objectives that moderately impact the achievement of the Work Group results.

•

Work typically involves regular review by senior employees and/or supervisors.

•

Responsible for making minor adjustments to work methods to solve problems that are routine and typically exist in current work processes and systems. May be required to highlight areas of concerns/problems and submit or recommend solutions to supervisor in own Work Group.

•

Communicates within and outside the Work Group to obtain or explain information.

•

May provide guidance and assistance to new or entry-level employees.

•

Requires basic job knowledge of systems and procedures obtained through prior work experience or education.

Qualifications

•

High school diploma or GED

•

One year of job-related experience

•

Equivalent education and experience are accepted

•

1 Year

Experience using a Document Management System

•

Knowledge of the Health Insurance Portability and Accountability Act (HIPAA), Privacy Rule and General Statues

•

Proven ability or inclination to follow instructions

•

Proven documentation and data entry management skills

•

Excellent interpersonal, communication and customer service skills

•

Aptitude to interact with all levels of the organization

•

Proficiency in Microsoft and in operating a standard desktop

•

Strong organizational and time management skills

•

Commitment to accuracy and detail

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.

Customer Service

Balances interests of a variety of clients, and readily readjusts priorities to respond effectively to pressing and changing demands for information, advice and assistance.  Anticipates and meets the needs of clients; achieves quality end products; and commits to continuous improvement of services.

Adaptability & Flexibility

Changes behavioral style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.

Interpersonal Skills

Treats others with courtesy, sensitivity, and respect.  Considers and responds appropriately to the needs and feelings of different people in different situations.  Perceives, assesses, and positively influences one's own and other individuals’ emotions.

Reading Comprehension

Grasps the meaning of written information, and applies it to work situations.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand and apply routine verbal and/or written instructions

Organization

Organize and prioritize individual work schedule to manage multiple tasks and/or projects

Decision Making

Make decisions that have significant impact on a department's credibility, operations and/or services

Communication

Communicate and explain a variety of information

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X