Title: Program Support Clerk
State Role Title: Admin and Office Spec III
Hiring Range: Commensurate with experience
Pay Band: 3
Agency: Dept Behavioral Health/Develop
Location: Catawba Hospital
Agency Website: https://dbhds.virginia.gov/facilities/catawba/
Recruitment Type: General Public - G
Job Duties
Releases patient information according to established guidelines. Copies/mails/emails/faxes information from patient records for release according to Discharge Information and Instruction form and enters data into HOPS database in accordance with policy guidelines and timeframes. Processes requests for release of information, creates Accounting of disclosures entry into HOPS database of information released, to whom, when and document type(s). Creates and mails invoice for fee copying services in advanced of sending records per policy guidelines. Processes medical record requests for our providers from other facilities. Notifies HIM director of non-routine requests.
Serves as primary admission clerk for the facility. During normal business hours 8am- 4pm. Prior to admission reviews the patient’s admission packet, determining if the patient is new or a readmission. Promptly answers call on patient’s arrival. Interviews patient for information to complete admission documents, having patients sign assignment of benefits, important message from Medicare, voter registration, and receipt of patient rights. Completes, copies and distributes all admission documents per established guidelines. Keys admission patient data accurately into AVATAR and HOPs databases. Scans/Imports Facesheet and notification sheet into the EHR in timely manner for unit. Pulls previous records for admission unit as necessary.
Maintains discharge and incomplete chart files. Files loose pages in prescribed filing order. Pulls records, documents and monitors record charge out and returns to ensure return of borrowed records. Organizes file shelves in discharge record room. Assists with transfer of closed records to various storage areas. May be required to perform other duties as assigned.
Maintains record storage database; identifies and supports records for destruction. Maintains records storage database and identifies records for upcoming destruction. Ability to physically transfer records to box storage and document record movement in HOPS database. Assists HIM Director in the process of records destruction.
Serves as backup/support for commitment hearing process. Prepares petitions in a timely and accurate manner. Mails out letter's notification letters of an upcoming hearing to patients authorized representatives. Assist with notifications to employees, court officials and concerned person of date, time and place of hearings as needed.
Scan document audits. Review scanned documents for accuracy, clarity, appropriate naming and folder selection. Monitors for potential HIPAA, and filling issues. Reports issues to the HIM director, corporate compliance and the unit secretary.
Minimum Qualifications
Knowledge, Skills, Abilities (KSA) and or Competencies required to successfully perform the work (attach Competency Model, if applicable): Demonstrates knowledge and ability to properly release confidential and highly sensitive patient information. Working knowledge of release of information requirements, state and federal regulations in regards to patient confidentially. Experience with data base entry and MS Office Suite; ability to multitask with professionalism. Working knowledge of office practices, procedures and appropriate professional protocols. Ability to maintain and update record storage databases in a timely fashion. Demonstrated ability to perform clerical duties and effectively and professionally communicate with others.
Additional Considerations
High school graduate with college experience. Healthcare experience desirable. Medicare/Medicaid guidelines for participation of programs desirable.
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.
Application Requirements: Applications and résumés for this position are accepted electronically through Page Up the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you detail all relevant work experience clearly and specifically; we will not make assumptions about your qualifications.
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 during business hours (8:00 a.m. to 4:30 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, 14 paid holidays in 2026, annual leave, family personal leave, sick leave, employee discount programs, and more!
Contact Information
Name: Austin Grasty
Phone: 540-375-4368
Email: austin.grasty@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.