Medical Records Clerk

Introduction

The State of Connecticut, Office of the Chief Medical Examiner (OCME) is a free-standing, modern facility located on the UCONN Health Center Campus in Farmington, CT. The office is a state-wide medical examiner system charged with the investigation of sudden and unexpected deaths that, by statute, fall under our jurisdiction.

We are seeking one (1) full-time Medical Records Clerkto support the Medical Records Unit to work 40 hours per week, Monday - Friday, 8:00am - 4:30pm.

WHAT WE CAN OFFER YOU:

A chance to work for a Forbes top company: ‘Forbes’ State of Connecticut Ranked One of the Best Employers of 2023 State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule

State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.

Industry leading health benefits, including medical and dental coverage

State Employee Retirment System (SERS) Tier IV (new hires after 7.17.23)

Voluntary Deferred Compensation 45 Plan through Empower (formerly Prudential)

Paid time off - including 13 holidays per calendar year

Dedicated employee parking

THE ROLE:

The individual in this role will be responsible for providing clerical support to the Medical Records Unit, which is involved in the creation, organization, quality assurance, maintenance and release of death certificates, autopsy reports and other documents that pertain to our death investigations.

ABOUT US:
The Office of the Chief Medical Examiner is a free-standing facility which is located on the Campus of the University of Connecticut Health Center and Medical School in Farmington, CT. The office is a state-wide medical examiner system charged with the investigation of sudden and unexpected deaths that by statute fall under our jurisdiction.

Note: In addition to the checking of references and facts stated in the application, a thorough background investigation will be completed before the candidate is certified for appointment.

Selection Plan

To Apply:

• In order to be considered for this job opening you must meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• In order to receive educational credits toward qualification for this job posting, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the individual listed on this job posting.
• Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
• Please select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
• All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to drobitaille@ocme.org.
• For current state employees, salary calculations are not necessarily comparable from three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

FOR ASSISTANCE IN APPLYING:

• Please read or watch our Applicant Tips on How to Apply!

Important Information After You Apply:

• This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the questionnaire's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
• Read through this helpful link to prepare for your interview.
• Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
• Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
• Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class in the next twelve (12) months.
• Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.

Connect With Us:
Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. Should you have any questions pertaining to this recruitment, please contact Diane Robitaille at drobitaille@ocme.org.

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PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for the typing, processing and maintenance of patient files and for the monitoring of documentation deadlines.

EXAMPLES OF DUTIES

• Types medical forms, reports and summaries from rough copy or electronic recording devices;
• Checks all documentation for correct patient name and number, completion of data and authorized signature;
• Performs routine coding of information supplied by physicians and translated according to comprehensive reference guidelines;
• Files paperwork in chronological order within appropriate section of patient folders;
• Maintains physical folders and contents;
• Maintains patient's records and notes whether reports have been filed at required intervals;
• Scans paper documents to electronic medical record and uploading electronic documents;
• Processes: release of medical records, paper/electronic records, mail and payments
• Answers multiline phone system; replies to messages
• Communicates within agency and outside of the agency
• Performs duties that require filing, sorting, stamping, documenting, typing, lifting, bending, stretching, climbing, sitting.
• Performs any and all related duties, as required.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of
  • office systems and procedures including proper telephone usage and filing;
  • medical or psychiatric terminology as appropriate to the position;
• Skills
  • interpersonal skills;
  • oral and written communication skills;
  • accuracy in typing;
• Ability to
  • operate office equipment which includes personal computers or other electronic equipment;
  • follow written and oral instructions.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of clerical experience.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been in a medical or psychiatric environment as appropriate to the position.

PREFERRED QUALIFICATIONS

• Experience with relevant federal and state laws and regulations;
• Experience processing telephone interviews with accurate documentation;
• Oral and written communication skills;
• Experience with medical terminology;
• Experience reviewing medical records for accuracy, scanning, documenting and uploading;
• Experience working in a Hospital/Medical Office, records department , including release of records;
• Experience with office systems and procedures, including use of office equipment;
• Experience with Microsoft Office suite with emphasis on Excel, Word, Outlook;
• Experience using a multiline telephone system;
• Experience communicating with clients and customers.

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

WORKING CONDITIONS

Incumbents in this class in a state hospital may have significant exposure to such things as communicable/infectious diseases and/or risk of injury from assaultive and/or abusive clients and may be exposed to moderately disagreeable conditions.

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.