Administrative Specialist II / Sumter Adult Clinic (Santee-Wateree MHC)

Are you passionate about making a real difference in people's lives? Join our team at the SC Department of Behavioral Health and Developmental Disabilities (BHDD) where we are dedicated to providing compassionate and accessible care to our community. We are seeking a Administrative Specialist II who is motivated to help individuals and families navigate life's challenges and achieve long-term wellness. If you want to use your skills to build a healthier, more resilient community, we encourage you to apply.

This position is located at the SC Department of Behavioral Health and Developmental Disabilities (DBHDD) - Office of Mental Health, Santee-Wateree MHC, 801 N. Pike West, Sumter, SC 29153.

Under general supervision of the Sumter Clinic Office Manager, and Clinic director, you will manage access to clinical records via the EHR in accordance with HIPAA standards, BHDD-OMH and Santee-Wateree MHC policies and procedures. Assist with other administrative tasks as needed by the office manager, counselors, doctors and nurses of the Sumter Adult Clinic and serve as backup as needed for smooth operations.

Responsibilities for the Administrative Specialist II

• Monitor and track records which temporarily must be removed from the building. Maintain a list of records that cannot be located. Process staff requests for clinical records.
• Post payments and run reports to balance receipt book; schedule appointments for hospital discharges and scan to electronic medical records (EMR).
• File and receive relays and files faxed and mailed continuity of care information including hospital admissions and discharges, lab reports, etc. and from clinicians and clinical staff. Scan and import court orders; obtain prior authorizations for MCOs and import into EMR.
• Review the clinical records for closure, close records in CIS, and complete updates in EMR, call insurance companies to update insurance on clients; scan Insurance and Labs to EMR. Locate and pull closed clinical records for intakes and for information requests from other agencies.
• Prepare closed records for microfilming which includes digitizing records and completing index tracking worksheet in computer.
• Process and send via mail or fax records requested by other agencies. Maintain documentation Excel spreadsheet of all records sent. Add data in CIS B for TLC and CRCF. Complete the intake green packet pages eight and nine and Special pop in CIS, BHDD-OMH and attend HMIS (Homeless Coalition meetings) to collect data on homeless clients at SWCMHC.
• Serve as backup for bank deposits, ticket log spreadsheet and SAP 9; backup for front desk as needed and backup for office manager and performs other duties as required but limited outside of the Records Department. 

A high school diploma and experience in records management, information systems, or office administration.

Additional Requirements:

• Ability to operate non-adaptive vehicles.  
• Ability to lift 50 lbs. 
• Ability to communicate both orally and in writing.  
• Ability to maintain and establish working relations with consumer/family members and other professionals. 
• Ability to travel throughout the Santee-Wateree MHC catchment area as directed. 

• Bilingual abilities in English and Spanish (or another language) are a plus.
• Medical or Mental Health office related experience.

Post hire, employees must demonstrate:

• Completion of MAPS training.  
• Working knowledge of alphabetical, numerical, and other simple medical filing systems.  
• Ability to follow oral and written directions and specific instructions, and present clear and concise oral and written reports.  
• Ability to operate standard office equipment and machines.  
• Knowledge of standard methods, principles and practice.   
• Knowledge of the methods and maintenance of microfilm photography and equipment.  
• Knowledge of the policies, laws and procedures for utilization, processing maintenance and storage of vital medical records.  

The Department of Behavioral Health and Developmental Disabilities is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.

Supplemental questions are considered part of your official application.  Any misrepresentation will result in your disqualification from employment.  Please complete the state application to include all current and previous work history and education.  A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

The Department of Behavioral Health and Developmental Disabilities offers an exceptional benefits package for full-time (FTE) employees: 

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
• Retirement benefit choices *
  1. State Retirement Plan (SCRS)
  2. State Optional Retirement Program (State ORP)

*Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.