Clinical Documents Processing Technician

Non-Exempt Level

Job Title:
Clinical Documents Processing Technician

Job Summary
: Perform administrative and clerical duties. Maintain the electronic health record in the Arrow system, process, scan, or upload documentation to the electronic health record. Process Individual Plan of Service documentation and Addendums; fax Individual Plan of Service and other clinical documents to external providers, as needed. Assist with retrieving mail from the mailroom for processing, when needed.

Reporting Relationship:
Reports to the Director of Training

Duties and Responsibilities:

Greet visitors and callers in a warm and welcoming manner that demonstrates professionalism, eagerness to assist, and reflects positively on CLS.

Receive and prepare documents and information for entry into the Arrow electronic health record. Prepare and sort documents for scanning, verification, and uploading into the Arrow electronic health record. Assist CLS staff with locating documents in the Arrow electronic health record, as needed.

Retrieve PandaDoc signed documents from the ‘U’ folder for uploading into the Arrow electronic health record (and MHWIN, as applicable).

Process and mail documents and letters, as needed; generate letters and labels to accompany Individual Plan of Service, Addendums, and any other applicable documents. Process and fax Individual Plan of Service, Addendums, and other Arrow clinical documents to external providers.

Maintain a reference book of documents that are received by the department and understand where they are to be uploaded in the Arrow electronic health record. Assist other staff with locating documents, as needed.

Maintain a high degree of accuracy, confidentiality, punctuality, and sense of teamwork in striving toward department goals.

Provide technical assistance to CLS staff and auditors pertaining to the Arrow electronic health record (i.e., printing, copying, explaining the record order, assisting with locating specific record items, etc.).

Provide backup assistance to the receptionist as needed.

Other related duties as assigned.

Qualifications and Requirements:

Education and Experience:

High school education with relevant business courses or certifications preferred. Minimum two years’ experience with recordkeeping and/or document management in an office environment.

Special Knowledge:

Good computer skills and working knowledge of Microsoft Word, Teams, Excel, Outlook, Internet, and other relevant software/programs required.

Demonstrated skill in typing, basic composition, numerical and alphabetical sorting, spelling, and
English language usage .

Experience implementing electronic health records protocols and demonstrated knowledge of electronic health records systems preferred.

Experience using ARROW, OnBase, other CLS databases and MHWIN preferred. Ability to work independently and to prioritize responsibilities to meet work, timeliness, and volume expectations.

Ability to communicate with others both verbally and in writing, and ability to work cooperatively and professionally with others to meet departmental objectives.

Must be detail oriented and have strong organizational and time management skills.

Experience implementing HIPAA rules in a healthcare setting and maintain strict confidentiality of information.

Training:
On the job training will be provided
.

Job Updated and Posted: 11/30/23

Job Title: Receptionist / Clinical Documents Processing Technician

Non-Exempt Level 12

Job Title: Receptionist Clinical Documents Processing Technician

Job Summary: Perform administrative and clerical duties, including greeting, directing, and assisting visitors in a friendly and professional manner. Manage access to Agency offices and personnel. Maintain the electronic health record in the Arrow system; process, scan, or upload documentation to the electronic health record. Process Individual Plan of Service documentation and Addendums; fax Individual Plan of Service and other clinical documents to external providers, as needed. Assist with retrieving mail from the mailroom for processing, when needed.

Reporting Relationship: Reports to the Director of Training

Duties and Responsibilities:

• Greet visitors and callers in a warm and welcoming manner that demonstrates professionalism, eagerness to assist, and reflects positively on CLS.
• Manage access to Agency offices and personnel by utilizing the guest sign-in book and by verifying visitors’ business with the agency.
• Manage and maintain Agency conference room schedules.
• Receive and prepare documents and information for entry into the Arrow electronic health record. Prepare and sort documents for scanning, verification, and uploading into the Arrow electronic health record. Assist CLS staff with locating documents in the Arrow electronic health record, as needed.
• Retrieve PandaDoc signed documents from the ‘U’ folder for uploading into the Arrow electronic health record (and MHWIN, as applicable).
• Process and mail documents and letters, as needed; generate letters and labels to accompany Individual Plan of Service, Addendums, and any other applicable documents. Process and fax Individual Plan of Service, Addendums, and other Arrow clinical documents to external providers.
• Maintain a reference book of documents that are received by the department and understand where they are to be uploaded in the Arrow electronic health record. Assist other staff with locating documents, as needed.
• Maintain a high degree of accuracy, confidentiality, punctuality, and sense of teamwork in striving toward department goals.
• Provide technical assistance to CLS staff and auditors pertaining to the Arrow electronic health record (i.e., printing, copying, explaining the record order, assisting with locating specific record items, etc.).
• Other related duties as assigned.

Qualifications and Requirements:

Education and Experience:

• High school education with relevant business courses or certifications preferred.
• Minimum two years’ experience with recordkeeping and/or document management in an office environment.

Special Knowledge:

• Must be a highly motivated, conscientious, and flexible individual with a commitment to excellent customer service. Ability to represent the Agency in a positive manner and maintain favorable relations with internal and external stakeholders.
• Good computer skills and working knowledge of Microsoft Word, Teams, Excel, Outlook, Internet, and other relevant software/programs required.
• Demonstrated skill in typing, basic composition, numerical and alphabetical sorting, spelling, and English language usage .
• Experience implementing electronic health records protocols and demonstrated knowledge of electronic health records systems preferred.
• Experience using ARROW, OnBase, other CLS databases and MHWIN preferred. Ability to work independently and to prioritize responsibilities to meet work, timeliness, and volume expectations.
• Ability to communicate with others both verbally and in writing, and ability to work cooperatively and professionally with others to meet departmental objectives.
• Must be detail oriented and have strong organizational and time management skills.
• Experience implementing HIPAA rules in a healthcare setting and maintain strict confidentiality of information.

Training: On the job training will be provided .