KarolAnn Gartman
Bastrop,TX
Summary
Responsible and motivated student and employee ready to apply education in the workplace. Offers excellent technical abilities with software and applications, ability to handle challenging work, and excellent time management skills.
Overview
5
5
years of professional experience
Work History
Administrative Assistant IV
Health and Human Services Commission, HHSC
Austin, TX
05.2022 - Current
- Provides administrative support to the executive staff, including scheduling meetings and managing calendars.
- Organizes and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Composes letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Coordinates travel arrangements and reimbursement for ASH Staff according to state requirements.
- Coordinates Medical Student clinical placement for ASH
- Enters Monthly PIP data into spreadsheets using Microsoft Excel or other similar programs.
- Gathers, analyzed and formatted large amounts of data into meaningful information.
- Conduct's regular audits on existing processes and systems to ensure accuracy of client and student data.
- Handles confidential documents in an organized and confidential fashion according to established protocol.
- Manages database systems containing client medical information.
Administrative Assistant III - CAFM Specialist
Health and Specialty Care System/ Austin State Hospital
Austin, Texas
10.2021 - 05.2023
- Receives request for maintenance and repairs through CAFM Program
- Plan assign and schedule staff for installation, care and repair of state facilities and equipment
- Prepares progress reports and provides status updates to management regarding projects, workloads, and project priorities
- Maintains records of materials used on jobs and in stock as well as vendor costs
- Maintains filling system and data systems, including performing data entry and retrieval, compiling reports and assignments, processing reports, correcting identified entry errors
- Always maintains confidentiality of division and program information.
- Developed and implemented program plans to ensure achievement of goals.
- Provided technical support to staff members regarding the use of CAFM
- Compiled reports through CAFM summarizing progress towards goals and objectives of the Maintenance department.
- Provided technical support for CAFM to end-users.
- Maintained up-to-date knowledge on sister facility processes in order to recommend new technologies that could improve current processes.
- Provided training on CAFM as necessary for users within the organization.
- Conducted periodic access reviews to ensure proper user authorization, and removed access for terminated employees.
- Developed policies, procedures and standards for granting access privileges to systems and applications.
- Monitored security compliance with internal security policies related to user accounts and passwords.
- Provided guidance to users on the appropriate use of privileged accounts.
Medical Records - Concurrent Auditor/Retention
Health and Specialty Care System/Austin State Hospital
Austin, Texas
01.2020 - 10.2021
- Performed examination in medical records, medical processes and regulation to identify inaccuracies, compliance issues and inefficiencies
- Documented and maintained audit records and logs
- Review all inpatient/outpatient specialties edits and medical records for accuracy, completeness
- Reviewed or audit medical records for completeness and accuracy by looking at various pieces of documentation
- Research of Medical records and possible appeals when questioning or confirming eligibility and charge information
- Communicates and Identifies inconsistences in data entry Process and recommends course of action to hospital staff
- Archives medical records that remain inactive after discharge following discharge accordance to HHSC State Record Retention Schedule
- Submits proper documentation through SOAR, obtains Signatures for Director of Medical Records, Assistant Superintendent as well as Superintendent as required for Destruction
- Supports the coordination of education provided to physicians and nurse practitioners regarding documentation guidelines and requirements
- Supports coverage for record filing Clerk
- Files reports in Medical Records as per established guidelines
- Process Written and verbal request for patient’s medical records in compliance to hospital regulations
- Assisted in coordinating workflow within the department to ensure that the deadlines were met.
Lead Switchboard Operator
Texas Health and Human Services
04.2019 - 01.2020
- Performs operations at the switchboard/reception area with the use of multi-line console telecommunication equipment
- Greets and assists visitors by providing information and giving directions to locations on campus and notifying campus employees of visitors
- Maintains a Visitors Center for family members and friends of campus individuals
- Capable of handling a high volume of calls on a multi-line phone system by answering, placing and transferring campus, local and long-distance calls
- Coordinate after hours assistance for IT related issues
- Acts as command center for communicating and relaying emergency information as required via email, and emergency systems such as PA announcements
- Monitors and responds to campus alarms
- Thorough knowledge of campus emergency procedures and response to crisis situations
- Accepts and routes mail to campus staff or send to mail room for patient delivery
- Communicate with campus personnel including, campus administrators, shift coordinators, campus physicians and nurses, medical staff, security, and other campus personnel by email, text, two -way radio and/or pager systems
- Using Excel, created new Call Log format and procedures, by establishing a central storage solution to reduce number of emails to management staff
- Read, understand, apply and explain detailed regulations and policies
- Manage time efficiently by establishing priorities in accordance to importance of deadlines
- Train staff on switchboard process and procedures
- Train new staff
- Responsible for monthly staff schedules of switchboard staff, and 24/7 coverage maintain effective work relationships with others
- Follow written and oral directions and instructions as situations arise at the Austin State Hospital Campus.
Education
Associate of Science - Cybersecurity
University of Phoenix
Tempe, AZ10-2024
Genesis High School
01.2013
Skills
- Experience using Microsoft Excel and Word
- Superb customer service and people skills
- Experienced in training new staff
- Experience in process and procedure documentation
- Experience with state rules and regulations
- Experience maintaining confidential information
- Experience in CAFM Program
- Access Management
Educational Labs
- Threat Management
- Managing Security Breaches
- Incident Response Management
- Cybersecurity Frameworks
- Data System Analysis
- Linux Kernel
- Python
Accomplishments
- Established new process for logging incoming and outgoing calls for Austin State Hospital
- Creation of Excel electronic call logs for Austin State Hospital Switchboard
- IACT award
- CAFM Specialist
- Established etravel processes and procedures for Austin State Hospital.
- Deans List for 2023
References
References available upon request.
Timeline
Administrative Assistant IV
Health and Human Services Commission, HHSC
05.2022 - Current
Administrative Assistant III - CAFM Specialist
Health and Specialty Care System/ Austin State Hospital
10.2021 - 05.2023
Medical Records - Concurrent Auditor/Retention
Health and Specialty Care System/Austin State Hospital
01.2020 - 10.2021
Lead Switchboard Operator
Texas Health and Human Services
04.2019 - 01.2020
Associate of Science - Cybersecurity
University of Phoenix
Genesis High School
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