Title: HIM Tech

State Role Title: 19013

Hiring Range: $33,828.00 to $45,000.00 - Pay to commensurate with experience.

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 Health Information Management (HIM) Technician to join our Medical Records team. This role is responsible for acquiring, scanning, analyzing, and safeguarding both digital and paper-based medical information essential to delivering high-quality patient care.

Job duties include, but are not limited to:

- Collect / receive patient documents to be scanned into patient EHR.
- Label all documents with correct patient data prior to scanning.
- Verify prior to scanning that the documents do not already exist in the patient EHR avoiding duplication.
- Scan documents to appropriate folder and apply appropriate naming convention.
- Apply needed electronical signature request on documents during scanning then send to the clinicians Message Center for clinician to electronically sign patient results.
- Maintain scanned documents in a folder throughout patient’s hospitalization for quality checking upon patient discharge.
- Perform comprehensive admission, monthly and discharge audits for compliance with Joint Commission, federal, state and local regulations as well as facility policies.
- Share audit data as needed for continued improvement / support Communicate with clinicians the need for documentation per policies
- Upon patient discharge will analyze the patient’s EHR for documents required for compliance with Joint Commission, Federal, State and local regulations as well as facility policies.
- Utilizes the Deficiency Application to track deficiencies.
- Sends out weekly reminders / deficiency notices to clinicians.
- Daily review of Revenue Cycle and Discern Reporting Portal for schedule of patient external medical appointments.
- Export and organize pertinent health information from the patient electronic health record (EHR). - Provide patient medical appointment packet to nursing to accompany patient on medical appointment.
- Follow-up with consultants to obtain results and / or recommendations for patient care.
- Provide results / recommendations to scanners for scanning information into the patient EHR. - Monitor and respond to Message Center communications.

Minimum Qualifications

Required:

- Experience using EHR systems to include scheduling applications, MS, and database applications.

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.

Additional Considerations

Preferred:

- Experience working as an HIM Specialist / Medical Record Clerk in a hospital setting.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Central State Hospital only accepts online applications via RMS. Resumes and other documents may accompany the application but will not serve as a substitute for an application. Faxed, e-mailed, or mailed applications will not be accepted. Please refer to your RMS account for the status of your application and this position. This posting will remain open for a minimum of five (5) business days.


An extensive criminal history background investigation, not limited to employment references, drug testing and E-Verify will be conducted.

Central State Hospital offers a comprehensive benefit package to include your choice of four health insurance plans, paid life insurance and retirement plans, 12 paid holidays, annual and sick leave.

Applicants must list all relevant experience that you wish to be considered for this position. Applicants will be provided confirmation of receipt when your application and/or resume is submitted. Please refer to “Your Application” in your account to check the status of your application for this position. A fingerprint-based criminal history check and reference checks are required for the selected candidate for this position. Under Virginia Code §37.2-314 and 37.2-408.1, the Department of Behavioral Health and Developmental Services is prohibited from employing or using as volunteers, persons who have been convicted of specific “barrier” crimes or persons who may be the subject of pending “barrier” charges.

DBHDS facilities are no longer required to ensure that all staff members are vaccinated against COVID-19. However, facilities encourage and educate staff on the benefits, and continue to offer COVID-19 vaccination programs to staff, residents/clients. Employees may be required to disclose immunization status for purposes of infection prevention and/or management of outbreaks. Upon acceptance of a job offer, new recruits will be asked to disclose their vaccination status (and for those fully vaccinated, proof of vaccination) during the pre-employment process. If you have any questions, contact the Office of Human Resources.

Commonwealth’s Alternate Hiring Process: In support of the Commonwealth’s commitment to inclusion, individuals with disabilities are encouraged to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor with the Department of Aging and Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS, to get their Certificate of Disability. To obtain a Certificate of Disability go to: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800-552-5019.

Reasonable accommodations are available to persons with disabilities during the application and/or interview process per the Americans with Disabilities Act. Contact Human Resources at
(804) 524-7111 for assistance.

DBHDS is an equal Opportunity Employer. Employment opportunities are open to all regardless of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability. Minorities, Individuals with Disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY

Contact Information

Name: Human Resources

Phone: 804-524-7111

Email: CSHRecruitment@dbhds.virginia.gov

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.