Salary is commensurate with education and experience.
Under the general direction of the Manager, the Program Operations Specialist will assist the Health Sciences & UW Medicine Risk Management staff in the management and analysis of public records and discovery requests by facilitating the gathering, disbursement, and management of various records needed particularly in public records and discovery process. The position also will provide additional specialized support related to the legal proceedings activities and other complex processes as outlined below. This position is a critical part of the risk management function for Health Sciences & UW Medicine. This position supports Health Sciences & UW Medicine Risk Management's need to produce and provide pertinent information in a meaningful, constructive way to avoid, reduce, and mitigate risk.
Health Sciences Risk Management has an outstanding opportunity for a Program Operations Specialist. This position constantly encounters and utilizes extremely confidential information in relation to patient events, complaints, and grievances. This position is required to independently manage responses to public records requests and discovery requests that may require significant analysis to determine responsiveness. The position is required to maintain a working knowledge of state and federal laws regarding the provision of testimony or requests for information to be used in a legal process involving patients and provide advice based on these guidelines. Consistent and effective research and analysis as well as the application of strategic criteria is required for all job functions.
On behalf of Health Sciences & UW Medicine Risk Management staff, identify, gather, analyze, disburse, and manage various records responsive to public records and/or discovery requests. This includes patient event, complaint and grievance records and all related records, personnel/employment files, policies and procedures, manuals, incident logs, etc. o Public Records Act Compliance Support: Ensuring compliance with the Public Records Act by completing responses/reports and/or ensuring responses/reports are done. o Issuing public records hold notices and releases, tracking records, and gathering and disbursing records to others to support responses. Apply redactions in a consistent and efficient manner with proper analysis and identification of information that qualifies for various privileged information categories. This includes information protected through the Health Insurance Portability and Accountability Act as well as through quality improvement processes. o Develop, execute, and maintain efficient and consistent procedures for responding to public records/discovery requests and related processes within Health Sciences & UW Medicine Risk Management. o Information/Data: Provide information to Director, Associate/Assistant Directors, Manager, and others upon request related to public records/discovery trends as they apply to Health Sciences & UW Medicine Risk Management.
Communication Support on Legal Proceedings: Supporting the legal proceedings section of the Health Sciences & UW Medicine Risk Management program by communicating with staff subpoenaed to attend trials and give depositions, pre-trial communication with key players, and key player communication support. Requires accurate interpretation of state and federal laws with assistance from the Attorney General's Office in order to provide staff with accurate advice in responding to requests for involvement in legal proceedings.
Other public records, discovery, and legal proceedings support and special projects as assigned by the Director, Associate/Assistant Directors, and Manager.
For detailed information on Benefits for this position click here.
Bachelor's degree or equivalent experience plus a minimum of four to five years of work experience including:
Experience working in a legal secretary/legal assistant/paralegal capacity required.
Excellent administrative skills with a high degree of accuracy and attention to detail.
Effective and professional oral and written communication skills. Must be able to communicate courteously, professionally and clearly with all levels of UW management and staff, vendors and UW Medicine customers.
Experience-based knowledge of customer service techniques.
Ability to exercise independent judgment, decision-making, and problem-solving skills.
Ability to multi-task, prioritize work and manage a heavy workload with frequent interruptions.
Thorough knowledge of and extensive experience with administrative software systems, including Microsoft Office Suite (Word, Excel, PowerPoint, Access, and Visio).
Strong data mining skills
Demonstrated analytical and problem-solving skills.
Proven ability to work effectively in a team environment.
Ability to analyze, interpret, and apply complex rules and regulations toward effective problem solving.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Experience using risk management software and related reporting software.
Experience using RiskMaster software and SAP Business Objects software.
Knowledge of UW and UW Medicine administrative systems.
Experience in a clinical quality improvement or risk management setting, preferably within a hospital or healthcare setting, or equivalent education/experience
Experience working for a public university or agency
CONDITION OF EMPLOYMENT:
This position requires some flexibility in work schedule. Responsibilities may sometimes result in the need to work beyond a normal 40-hour week.
The Health Sciences Risk Management Department works in collaboration with Compliance and Risk Services to protect the Health Sciences schools from the financial impact of accidental loss related to patient care activities. The department manages and mitigates professional liability adverse events, provides risk management education programs and guidance to UW Medicine entities for their patient complaint programs as required by state and federal law, and provides consultative services up request. An integral part of the department mission is the use of a risk management database, which it manages and shares with the functional areas of patient relations, quality improvement, and the compliance and privacy programs in the Schools of Medicine and Dentistry.
HIPAA Job Description Competency Statements:
Demonstrates knowledge and understanding of patient privacy rights. Maintains confidentiality of all medical, financial, or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize the privacy of patients. Accesses and uses the minimum necessary patient identifiable information to perform job responsibilities and duties and only for authorized purposes.
Demonstrates knowledge and understanding of, and maintains confidentiality of employee information and medical center strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights or organization's operations. Accesses and uses the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Criminal Conviction History, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select Apply to this position. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your My Jobs page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.