Title: AOS III - Admin Assistant - Release of Information Coordinator
State Role Title: Admin and Office Spec III
Hiring Range: Salary up to $47,000
Pay Band: 3
Agency: Dept Behavioral Health/Develop
Location: Western State Hospital
Agency Website: https://dbhds.virginia.gov/facilities/wsh/
Recruitment Type: General Public - G
Job Duties
Location: Western State Hospital
103 Valley Center Drive, Staunton, VA 24401.
Who We Are
Western State Hospital, part of the Virginia Department of Behavioral Health and Developmental Services (DBHDS), has been a leader in psychiatric treatment since 1828. WSH is a 302-bed Joint Commission/CMS-accredited psychiatric facility located in the scenic Shenandoah Valley. Just 30 minutes from vibrant university towns, our hospital serves adults with serious mental health needs and is nationally recognized for our Psychosocial Rehabilitation “Learning” programs.
WSH provides a modern clinical setting and a therapeutic environment for patients, supported by highly qualified staff. Employees also enjoy the beauty and tranquility of the Shenandoah Valley, with nearby cities such as Charlottesville and Harrisonburg offering dining, entertainment, and outdoor activities, making Staunton an attractive place to live and work.
Position Overview:
Western State Hospital is seeking a full time Admin Assistant - Release of Information Coordinator to answer all incoming requests for patient information received in the HIM Department in accordance with HIPAA Regulations, Federal Regulations - CFR Part 2, and state statutes; provide administrative support to the HIM Department; and serve as as relief Transcriptionist - Transcribes ophthalmology dictations or assists with other clinic notes or dictations when the need arises.
Key Responsibilities:
- Process Requests for Information and prepare Subpoenas and Court-ordered records
- All requests are to be acknowledged within an average of seven (7) working days.
- Perform clerical support to the HIM Manager and special requests as needed
- Assist in the answering of incoming calls into the department
- Responsible for equipment maintenance to include repair calls, ordering supplies, etc, to ensure all multi-device printers/faxes are working at optimal performance
- Check the HIM mailroom box twice daily (morning and afternoon) and distribute the mail to the appropriate parties
- Responsible for maintaining an annual schedule for the PHI Bins and communicate to designated parties the schedule so they can affix the schedule to the bins
- Responsible for transcribing Neurology, Podiatry and/or Ophthalmology notes within 24 hours of receipt into the Transcription Queue, in the absence of the point transcriptionist
- Assist with cataloging documents for destruction
Benefits Include:
o 13 Paid Holidays
o 12 Vacation Days
o 8 Sick Days
o 4 Family/Personal Days annually
o Low-cost, comprehensive Anthem or AETNA health insurance
o Short & Long-Term Disability Coverage
o Group Life and Optional Life Insurance
o Flexible Spending Accounts (FSA)
o Exclusive State Employee Discounts
Minimum Qualifications
- Experience with Release of Information regulations and HIPPA Privacy regulations
- Clerical experience in an hospital setting
- Experience using MS Office programs (Word, Excel, Outlook)
- Strong data entry, typing, and general clerical skills
- Ability to maintain confidentiality and handle sensitive information appropriately
- Comfortable using standard office equipment (copiers, fax machines, etc.)
Additional Considerations
- High School Graduate or equivalent
- Associates degree or higher
- Medical Transcription Experience
- Bilingual
- Veteran or veteran spouse
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 clearly and specifically detail all relevant work experience; 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 (540) 332-8300 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 strongly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply to the state application and respond accordingly.
Contact Information
Name: Samantha Leep
Phone: 540-332-8306
Email: samantha.leep@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.