Washington State FORMS AND RECORDS ANALYST 2 in Monroe, Washington


Forms and Records Analyst 2 (Registered Health Information Technician, RHIT)

Monroe Correctional Complex (MCC)

*This recruitment will remain open until the position is filled. Application review begins immediately and will continue on an ongoing basis until an adequate pool of candidates is established. Therefore, we encourage you to submit your application materials as soon as possible. The recruitment will be closed once the best qualified candidate has been identified and selected for the position.

Full Time - Permanent The Department of Corrections is seeking a highly motivated and qualified individual for the position of Forms and Records Analyst 2 at Monroe Correctional Complex.

The Monroe Correctional Complex (MCC) is comprised of five units: Washington State Reformatory Unit (WSRU), Twin River Unit (TRU), Minimum Security Unit (MSU), Special Offenders Unit (SOU), and the Intensive Management Unit (IMU). In all, MCC houses approximately 2,500 offenders and employs approximately 1,200 staff.

Whether the work is inside a prison, in community corrections, or in an administrative office, the Washington State Department of Corrections professional staff experience a high degree of personal satisfaction knowing they are creating environments in which all offenders can learn to make choices that contribute to a safer society.


The Forms and Records Analyst 2 (RHIT) collaborates with a variety of health professionals and supports the mission of the Department of Corrections by maintaining accurate medical records and operating as the "Custodian of Health Records" in a fast-paced and challenging adult correctional work environment.

We are seeking an individual who is thorough and meticulous with excellent record keeping skills. Working collaboratively in a team setting, prioritizing multiple requests, and maintaining confidentiality are critical skills for the Forms and Records Analyst 2.

Key responsibilities include:

  • Process requests and disclosures of information internal, external and from offenders. Follow Federal, State Laws, and DOC Policies and Procedures on disclosing information to external and internal requesters. Respond to Public Disclosure Unit (PDU) requests. Analyze court, attorneys and other external persons of interest requests for disclosing offender's health information by following legal requirements. Respond to subpoenas and court orders and give dispositions when necessary. Remain aware of timeframes and deadlines. Certify health records. Check credentials and right-to-know of internal requesters. Process requests for the Indeterminate Sentence Review Board (ISRB), End of Sentence Review Committee (ESRC), Out of State movements (OOS), and others. Schedule appointments for offenders at their request for examination of their medical file. Process offender's requests for health record copies. Verify funds are received and necessary forms are signed before copies are provided. Maintain health records disclosure log. Respond to offender correspondence related to health records. Serve as a resource for information on HIPAA regulations, Federal and State laws related to health information, DOC policy and Health Records Guidelines, confidentiality and security of patient records, appropriate placement of records and documentation requirements.
  • Maintain Offender's health records for all offenders assigned to MCC according to DOC policies and procedures. Assemble new or temporary charts when necessary. Perform quality assurance checks and auditing records. Forward loose filing to appropriate locations. Maintain charts as required. Ensure records are safeguarded and kept in a confidential manner. Prepare records for archiving and send them to appropriate records offices in accordance with Health Records Guidelines. Assist health services staff with implementing new forms. Investigate co-pay issues concerning overpayments alleged by offenders.
  • Process arriving and departing Offender's medical records. Remain current on all admissions and departures of offenders at MCC/facility as required via OMNI, email, and data based reports. Provide back up for other units as required. Prepare and send current and extra volumes and the paperwork required for transfer to other locations. Create out-guides for each incoming health record. Locate charts and request/provide information when records are not available.
  • Training and other duties as assigned by supervisor. Attend and successfully complete training as required. Assist with training new health services staff as noted in the Medical Records Guidelines.


*Required: *

  • Certification by the American Health Information Management Association as a Registered Health Information Technician (RHIT) or Registered Health Information Administrator in good standing AND

  • Possess and maintain a valid driver's license.

* Preferred qualifications:*

  • Two (2) years or more experience in maintaining and processing medical records or files.
  • Experience working in a correctional facility.

The ideal candidate will meet or exceed the above criteria and also possess the following competencies and qualifications:

  • Ability to maintain regular and reliable attendance.
  • Complete a felony disclosure form prior to employment and submit to a criminal background check.
  • Successfully complete, within mandated time-frames, employee orientation and all other mandatory annual in-service and other required training.
  • Provide a physical residential address and home telephone number to the Department of Corrections.
  • Become familiar and comply all DOC policies and procedures and Collective Bargaining Agreements as applicable.
  • Submit to a drug test in accordance with CBA and agency policy. *The successful candidate will be required to maintain certification by attending approved continuing education classes in AHIMA core content areas.

Supplemental Information

Veterans Preference Points Qualification

In order to be eligible to receive Veterans Preference Points, as noted in the Agency Wide Questions, you will need to attach a legible copy of your DD214, Member 4 form, to your application OR email a copy to anprohn@doc1.wa.gov by close of the job posting. If this information is not received by the closing date no additional points will be applied to your final examination score.

'The mission of DOC is to improve public safety.'

For additional information about the agency, please visit www.doc.wa.gov.


  • Your answers to the supplemental questions must be supported by the work experience section in your application or you may not be considered for this position. Resumes will not replace the completed "Work Experience" section in your online application.

  • You may be disqualified if your work experience does not include information used to: 1) meet the minimum qualifications of the job and 2) back up your answers to the supplemental questions. Only complete applications will be considered. Please be sure to answer all supplemental questions.

  • Please include a minimum of three professional references with your application to include phone number and email address*. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.* IMPORTANT NOTES:

  • All DOC employees are fingerprinted for a criminal history background check.

  • Employees work with offenders in a potentially hazardous setting. Please consider this when deciding whether to apply.
  • We are committed to maintaining a drug and alcohol free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.
  • Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
  • Tuberculosis is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment may also be required. Employment is not contingent upon test results.
  • If this position is included in a Union Shop, employees will be required to become members within thirty (30) days of employment. We are committed to hiring individuals who possess core diversity competencies:
  • Foster a positive attitude and openness toward the ever changing social and cultural makeup of the workplace.
  • Work effectively with men and women of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic and cultural backgrounds.
  • Respectfully acknowledge people's differences and recognize these differences as important and valuable.
  • Promote inclusiveness.
  • Be culturally sensitive and appropriate.
  • Respect and value diverse backgrounds and traditions. DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity diversity, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email anprohn@doc1.wa.gov. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

Job Type: Full Time - Permanent

Job Number: 2016-06546

Department: Dept. of Corrections

Closing: Continuous

Agency: State of Washington

Address: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504.

Website: http://www.careers.wa.gov

Salary: $3,036.00 - $3,954.00 Monthly

Location: Snohomish County – Monroe, WA