Diversion Records Coordinator

Here at Community House Mental Health Agency, we strive to provide a supportive family atmosphere in Seattle and King County for people with severe and persistent mental illness. Each person who walks through our door has a unique story, and we believe that everyone deserves to feel welcomed and valued.

Our Diversion Services program has a fantastic opportunity for a Diversion Records Coordinator.

The Diversion Records Coordinator position works as part of a team to provide support services within the Diversion Division. This position provides support for areas that relate to data entry in external data systems, internal electronic medical records (EMR) system, internal and external audits, tracking of compliance with contracts and various entity requirements (HIPAA, WACs, etc.), as well as accurate data entry, records management, and coordination with teams.

RESPONSIBILITIES

• Serve as Primary Data Entry person for assigned diversion programs and ensure other documentation are completed on time and kept up to date; and providing consistent contacts, skills training, and care coordination to work towards goals
• Coordinate with relevant internal and external departments to coordinate data entry and associate systems and ensure timely intake into program
• Facilitate workflow between program staff, data entry processes and staff, and long-term storage of documents within Microsoft Teams, EMR, and other identified areas
• Provide direct assistance for scanning and uploading documents into the EMR
• Assist with preparation for State, County, and other external entity audits and record reviews
• Monitor agency fax machine for records requests, lab results, and other clinical documentation needing to be processed and/or uploaded to the EMR
• Provide continuous updates to client records to reflect data changes and support complete client records and profiles
• Maintain chart archival process and ongoing transition of paper documents to electronic systems
• Back-up other data entry processes across the agency, including billing, Diversion programs, and other assigned areas
• Assist with Bed Census tracking across the Diversion Division and Respite placements
• Ensure all interactions represent the five principles of trauma-informed care, including safety, choice, trustworthiness, collaboration, and empowerment
• Complete daily documentation in electronic medical record on client interactions for billable and non-billable activity, and other required documentation, ensuring an interaction and subsequent documentation are completed, as needed
• Practice good financial stewardship of agency and contract resources, including how time is being spent, supplies are used, property is being maintained, etc.
• Meet identified key performance indicators and metrics for the position as identified for the programs, division and agency
• Maintain productive working relationships with other staff to ensure efficient and seamless coordination of client care and business needs
• Partnering as a team to deliver current programming
• Working collaboratively with larger diversion team of providers to support client in actively working towards treatment goals
• Assisting in monitoring billable and non-billable activity and maintaining enrollment and appropriate service delivery levels per program type and individual client needs, as assigned
• Completing reporting as needed to meet current contractual requirements with other entities, such as King County, Health Care Authority (HCA), and others as assigned
• Assisting in the completion, maintenance, and storage of current training materials for specific programs and requirements
• Coordinating care, such as scheduling, attending, and/or arranging transportation for appointments and other case management needs
• Maintaining and documenting in activity logs and program trackers following agency, county, state, and federal guidelines.
• Assisting in answering door and directing guests/clients to appropriate services
• Attend all scheduled meetings and supervisions
• Always maintain client and staff confidentiality
• Performing other duties as assigned

QUALIFICATIONS

• High school diploma or equivalent
• Prior experience in behavioral health services, ideally in Forensic services.
• Successfully pass criminal background check before hire date
• Obtain/maintain valid First Aid/CPR card or certificate within 30 days of hire
• Hold a valid WA State license for 1 year with clean driving record to use agency vehicles
• Have legible handwriting and ability to do simple mathematics
• Able to navigate and comprehend charts in electronic medical record
• Experience and ability to work within Microsoft applications, such as Word, Excel, Outlook, PowerPoint, and Teams
• Able to work independently and within a team
• Able to communicate information and ideas so others will understand. Able to exchange accurate information in these situations.
• Able to perform duties outlined above within reasonable accommodation

Acknowledgment Statement:

I have read this job description and understand what is expected of me in this position. Any requests for reasonable accommodations should be reviewed with my supervisor and HR.