File Maintenance

While being a clerk has been one of my titles the same duties carried over to being a Senior Services Tech. The number of files for provider certification has varied over the years but has always been more than 800. That is agencies and individual care coordinators that the division certifies.
 
Each of those providers has multiple files. A hard file, an electronic file and a database entry. Each has to reflect the others and older materials have to be archived just in case there is an audit in the future.
 
The processes I complete almost unconsciously have been either developed or modified by me in the last several years. I do the primary process of issuing reminder letters, entering providers and various notes into the database and preparing the file for review.
 
After the review process is complete I take the final file and add it to a current file replacing older materials and archiving them or creating a complete new file as needed. During this file process I check that the required items are present via a tagging system developed internally that matches a checklist. Any files with errors are returned to the worker who signed off on the application for corrections.
 
In addition to the certified agencies there are a number of other agencies or providers that the division cares about and it has fallen to me to keep track of these providers as well. Some are a once a year quick database only update and others require detailed maintenance and changes as part of the general certification process as they are a setting that is contracted to a certified provider. No matter what the number of provider records I maintain numbers over 1200.
 
An additional type of file I care for is the closed providers which by the time the file gets to me I have to deconstruct and label it to enter it into a separate database. This is a tracking system I am one of the administrators for and have steered many changes and improvements to the system.
 
This is just a teeny peek at a segment of the things I do.
Bookmark the permalink.

Comments are closed