Position Title: Medical Records Specialist
Department: Administrative
Reports to: Office Manager
Level: Staff
FLSA STATUS: Non-Exempt
DATE PREPARED/REVISED: 10/23/2023
POSITION SUMMARY:
The Medical Records Specialist is responsible for providing support to the medical practice and outpatient sites by organizing, evaluating, and processing medical records requests in compliance with practice protocols and HIPAA standards. Must be able to compile, process, and maintain medical records of patients in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements of the healthcare system. Responsible for processing both phone and faxed requests for medical records, to include retrieving images from various imaging systems, gathering reports, completing documentation for all incoming and outgoing films/CDs. Works with patients to ensure records are prepared in a timely manner for pick up and release. This position must be able to meet and support the workflow demands of a fast paced, customer focused service environment in a clinic setting.
JOB DESCRIPTION:
Essential Duties & Responsibilities
- Provides medical records requests for patients in person, email, and or fax.
- File letters, reports, records, and similar material in accordance with established procedures.
- Retrieve patient medical records for physicians, technologists, other medical personnel, and patients.
- Utilize electronic systems to obtain prior images and reports for upcoming patient visits.
- Protect the security and confidentiality of medical records to ensure that HIPAA compliance is maintained.
- Handles Release of Information (ROI) according to state and HIPAA guidelines.
- Prepares paperwork for image interpretation with a high degree of accuracy, to include locating previous examinations and reports, locating outside priors for scheduled appointments when necessary.
- Review records for completeness and accuracy according to company policy and HIPAA guidelines.
- Utilizes appropriate systems for the tracking of medical record discs, reports, films, and all other medical records.
- Keeps physicians, technologists, or other medical personnel informed by communicating availability or unavailability of records.
- Resolves medical record discrepancies by collecting and analyzing information.
- Notifies the appropriate medical personnel of emergent cases as warranted.
- Where appropriate, receive, sort, and deliver all incoming faxes to respective departments.
- Manages and logs incoming/outgoing packages and clinic supplies inventory and courier and interoffice deliveries as needed.
- Where appropriate, manage the postage machine ensuring adequate funds are available.
- Coordinate supply needs with management and Purchasing Department.
- Transcribes internal messages via electronic mail and or EMR messaging system.
- Communicates daily with Office Manager for personnel and office operations updates.
- Establish and maintain effective working relationship with external facilities.
- All other duties assigned.
JOB SPECIFICATIONS:
EDUCATION:
Minimum Required: High School diploma or GED
EXPERIENCE:
· One year of technical training or medical records experience preferred.
· Familiarity with medical terminology.
· Customer service and strong organizational administration skills.
· Computer experience and technical skills including electronic health records systems and Microsoft Office.
· Proficient in communication and collaboration with staff members.
· Attentive to needs of service recipients.
KNOWLEDGE, SKILLS and ABILITIES:
· Possess compassion and interpersonal skills.
· Ability to work independently and as part of a team and establish working relationships with colleagues, patients, and external facilities.
· Ability to effectively deal with internal and external patients and vendors, some of whom will require high levels of patience, tact, and diplomacy to defuse anger, collect accurate information and resolve conflicts.
· Capable of clear and succinct listening, verbal, and written communications in English.
· Ability to produce high quality work and complete tasks in a timely manner.
· Effective typing skills and the ability to access and accurately input information into the electronic medical record.
· Strong administrative and organizational skills.
· Ability to multitask and maintain strong attention to detail.
· Additional language skills preferred.
Job Type: Full-time
Pay: From $16.25 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Relocate:
- Gretna, LA 70053: Relocate before starting work (Required)
Work Location: In person