Consumer Data Clerk - Case Control
Inland Regional Center
SAN BERNARDINO, CA
SUMMARY: Under the general supervision of the Administrative Unit Manager – Case Control, enter and update consumer demographic and diagnostic information; identify and correct data coding and data entry errors, produce and verify reports.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Screen New/Transfer-in cases to avoid duplication within IRC and statewide records.
- Screen new/transfer-in cases through the statewide database and the Client Master File (CMF) following established criteria. Once verified, input case status accurately; assign consumer UCI number.
- Screen all new/transfer-in consumers over the age of 16 through Megan’s Law database.
- Assemble documents in consumer file, in prescribed format, for input into electronic records database.
- Key enter new/transfer cases into CMF to include, but not limited to, demographic client data, caseload, case status consumer relationships, supplemental, conservator/guardianship, or comment information.
- Verify and key enter intake/historical information.
- Code special instructions; properly code Megan’s Law findings; request face sheets as needed.
- Process acceptable Change of Status Forms (ICRC 209) or return inappropriate requests to Consumer Services Coordinator within 48 hours.
- Verify we have consumer file in electronic records database, or other acceptable format.
- Verify all necessary signatures and documents are submitted with ICRC 209.
- Verify all reactivation and reopen cases for consumers over the age of 16 are screened through Megan’s Law database. Properly code findings in CMF.
- Verify/key enter requested transaction from ICRC 209 to include, but not limited to, caseload transfers, closures, inactivations, transfer outs, reopens, reactivations, status changes and demographic information updates.
- Key enter data from Consumer Information Form (ICRC 201) including, but not limited to, consumer relationship information, physician/medical information, insurance information, conservator/guardian information, other client demographic information and comment information.
- Examine Consumer Developmental Evaluation Report (CDER) for sufficiency and recordability.
- Return unacceptable documents for correction/completion and return.
- Key enter required consumer information, ICD-10-CM codes, and function levels into CDER file from CDER booklet, Summary turnaround document, or other source document.
- Look up/verify current ICD-10-CM codes for non-compliant CDERs.
- Key enters renewal date according to established procedures.
- Review SANDIS bridge reports for errors and make necessary corrections.
- Meet unit deadline for processing.
- Screen source documents and proofread daily output reports to produce error-free work that is in conformance with agency guidelines.
- Return document(s) to Intake, Consumer Service Coordinator, Legal, or other submitting party for correction and/or complete information on incorrect/incomplete data.
- Reconcile and balance monthly transactions against computerized statistical report; identify and correct discrepancies as necessary.
- Generate and distribute statistical and other related monthly reports accurately within two work days.
- Request and distribute computer reports on a timely basis, e.g., daily CMF output, CDER documents, weekly and end of month reports.
- Forward or distribute pending consumer material and unit’s incoming/outgoing mail appropriately.
- Request and distribute printed lists and labels as required or needed.
- Process letters to consumer/family generated as a result of a caseload change within 10 days of change input.
- Coordinate or assist staff in all filing assignments, including electronic files as needed or assigned. Prepare files for scanning.
- Daily, pick up mail from Case Control and scanning boxes.
- Coordinate and train new staff on all Case Control functions when requested by manager or lead clerk in their absence, or when they are otherwise unavailable.
- Assist Consumer Service Coordinator in making new entries or changes to the CMF.
- Keep program manager informed of pending work, work in progress, and problems encountered.
- Perform as a member of a team, answering questions, sharing expertise and generally contributing to the harmony of the team.
- Key enters data appropriately into AS400/SANDIS and/or PC from standard and non-standard source documents.
- Maintain required clerical skill level, seek to maintain currency and expand relevant knowledge base.
- Perform unit assignments on rotation basis or as assigned.
- Perform different or additional work as assigned.
MINIMUM POSITION REQUIREMENTS:
- High School Diploma or equivalent.
- 2 years of office clerical work, including 12 months of heavy volume typing/key entry.
- Experience processing documents requiring accurate and rapid handling.
- File/record maintenance experience.
- Bilingual preferred.
- Ability to handle change well and be flexible and adaptable in dealing with interruptions, new priorities, and new assignments.
- Ability to follow oral and written direction.
- Ability to establish and maintain effective working relationships with others.
- Good verbal and written communication skills.
- Full use of an automobile, possession of a valid California driver's license and liability insurance for the minimum amount prescribed by law or ability to provide for independent transportation. Must have and maintain a safe driving record.
The health and well-being of our employees is of utmost importance to Inland Regional Center. In addition to following CDC guidelines, our agency also takes other safety measures to help protect our employees against COVID-19 such as:
- Remote interview process
- Temporary hybrid remote and in-office work with staggered in-office work schedules
- Office equipment for temporary remote work use at home
- Virtual Meetings through Teams App
- Requiring employees to wear personal protective equipment in the workplace and practicing social distancing
- Completing a check-in questionnaire before entering the office
- Providing onsite COVID-19 testing twice a week
- Mandatory COVID-19 vaccination subject to disability/medical condition/religious belief exemptions/reasonable accommodations
We are proud to be an EEO employer. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
About the Company
Inland Regional Center
Inland Regional Center is a springboard to greater independence for people with developmental disabilities in the Inland Empire. We are a non-profit agency that has provided support to people with intellectual disabilities, autism, cerebral palsy, and epilepsy since 1972. Today we provide case management and service coordination for more than 35,000 Consumers in Riverside and San Bernardino counties.
The cornerstone of our service philosophy is person-centered planning. Every person is different. They have unique needs, support systems, goals, and preferences. Our service plans reflect that individuality! IRC Service Coordinators work together with our Consumers to create service plans that embody what IRC believes in wholeheartedly: Consumer independence, empowerment, and inclusion. Throughout this site, you can find helpful information about all things IRC!