Title: HIM Specialist - Scheduler
State Role Title: 19013
Hiring Range: $33,828.00 - $40,000.00; 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 recruiting for a HIM Specialist – Scheduler to join our Health Information Management team in a dynamic behavioral health hospital setting. This position is responsible for coordinating external patient medical appointments through daily review of Revenue Cycle requests, scheduling with external consultants, entering appointment details accurately, and monitoring the Discern Reporting Portal for updates. The role includes exporting and organizing pertinent health information from the electronic health record (EHR) to accompany patients to appointments, following up with consultants to obtain results and recommendations, routing documentation for scanning, monitoring Message Center communications, maintaining appointment binders, and collecting HIM mail from designated buildings. The HIM Specialist – Scheduler also performs document scanning and quality control functions, including preparing and labeling documents, verifying records to prevent duplication, scanning using proper note types and naming conventions, requesting clinician electronic signatures, and conducting quality checks. Additionally, the position supports compliance through comprehensive admission, monthly, and discharge audits to ensure adherence with Joint Commission, federal, state, local, and facility regulations; tracks deficiencies using the Deficiency Application; communicates documentation needs to clinicians; sends weekly deficiency notices; assists the Release of Information Officer with authorized record requests; and may perform other duties as assigned, including supporting 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
Required:
- Clerical experience required.
- Experience using EHR systems to include scheduling applications, MS, and database applications.
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.
Application Requirements: Applications and résumés for this position are accepted electronically through 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.
Applications/résumés will begin to be reviewed within five (5) days of the posting date.
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 (804) 524-7111 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!
Contact Information
Name: Human Resources
Phone: 1-804-524-7111
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.