Office Support Specialist I - Medical Records - Recovery from Addictions Program

The Recovery from Addictions Program (RAP) operated by the Department of Mental Health (DMH) is seeking a dynamic, self-motivated, and experienced individuals who will function as the Office Support Specialist (OSS) for the Health Information Services Department. The selected candidate’s main function will be the daily census, but will perform a variety of administrative functions including, but not limited to, answering phones; printing ID cards; auditing MHIS activity; analyzing inpatient and discharge medical records for compliance with RAP, Joint Commission, and DMH requirements; responding to requests for information in a timely manner; and providing back up support to OSS I for SLS (Safety Learning System - Datix) and OSS II in absence of both.

Please Note: The selected candidate will work 37.5 hours on 1st shift (8:00AM to 4:00PM) Monday through Friday. The days off are Sunday and Saturday.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Assists with medical record dept. functions including census reconciliation, MHIS data entry, record analysis, diagnosis coding and filing as needed.
• Analyzes discharged medical records at prescribed time intervals to assure that all RAP, Joint and DMH certification documentation requirements are met.
• Composes written communications to the professional staff and discipline chiefs to enlist cooperation in correction of documentation deficiencies; communicates face to face with professional staff.
• Compiles and disseminates statistical information concerning medical record deficiencies and completes special research projects for supervisor.
• Uses reference materials appropriately and efficiently to facilitate accuracy, clarity and completeness or reports.
• Verifies patient information for accuracy and completeness.
• Formats reports according to established guidelines.
• Uses designated equipment effectively, skillfully, and efficiently.
• Responds in a timely manner to requests for information.
• Applies knowledge of laws and regulations governing the release of confidential information and exercises sound judgment to assure that patients’ rights are protected – e.g., reviews request for proper authorization, assures that court orders are valid.
• Prioritizes work to assure that urgent requests are processed quickly.
• Composes letters to requestors explaining laws / regulations / requirements governing the release of information.
• Retrieves medical records; scans records for sensitive information requiring special authorization for release. 
• Records and types minutes for various center wide committees.
• Assist with coverage for OSS II and OSS I.
• Assist in managing office supplies for the department.
• Will possess a working knowledge of patient rights (per 104 CMR 3.10 and Recovery from Addictions Program’s Manual as applicable) and will advocate for patients, especially for those who are to some degree, considered incapable of self-advocacy.
• Other duties as assigned by supervisor.

Required Qualifications:

• Ability to communicate effectively.
• Ability to use proper grammar, punctuation, and spelling.
• Knowledge of the English language, including spelling, word meaning and word usage.
• Ability to proofread material for grammatical, spelling, punctuation, and proper format.
• Ability to understand and apply the laws, regulations, and policies that apply to the release of confidential information.
• Ability to operate standard office equipment including computers, photocopiers, scanners, and fax machines.
• Knowledge of Microsoft Office Suite and software programs to support program.
• Ability to follow oral and written instructions.
• Ability to learn medical record coding systems.
• Ability to concentrate on detailed work in a noisy, crowded work environment (inpatient units).
• Ability to work independently, and in teams.
• Physical ability to file and retrieve records from satellite filing areas; must be able to lift and move 40 lbs.
• Ability to establish and maintain harmonious working relationships with all levels of program personnel.

Preferred Qualifications:

• Ability to perform a variety of job tasks simultaneously, and flexible to changing priorities and demands.
• Strong communications and interpersonal skills, with ability to provide clear information and reports.
• Solid workload organization and problem-solving skills; capacity to balance workload. 
• Working knowledge of all Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint; Tableau software experience a plus. 

About the Recovery from Addictions Program (RAP):
The Department of Mental Health (DMH) in collaboration with the Department of Public Health (DPH) Bureau of Substance Addiction Services operates a statewide Recovery from Addictions Program (RAP) for individuals civilly committed by the courts for substance use treatment for up to 90 days (“Section 35 commitment”).

The program model will provide acute detoxification and early clinical stabilization services as we help clients develop community-based linkages to outpatient supports and substance use disorder treatment providers. The individuals treated within this program will be linked upon discharge to a range of services within the DPH continuum of care for substance use conditions. RAP provides administrative, medical, clinical, and non-clinical services. Its mission to provide quality client-centered care and recovery-oriented treatment.

DMH Vision and Mission:
The Department of Mental Health, as the State Mental Health Authority, assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities.

Learn more: https://www.mass.gov/orgs/massachusetts-department-of-mental-health

Pre-Hire Process:
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori and click on "Information for Job Applicants."

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact Executive Office of Health and Human Services, Human Resources at 1-800-510-4122, Option 4.

First consideration will be given to those applicants that apply within the first 14 days.

Office Support Specialist I:

Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:

Substitutions:
 
I.   An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. 

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Educational substitutions will only be permitted for a maximum of two years of the required experience.
 

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range. 

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.