What are the responsibilities and job description for the Medical Records Specialist position at Hawai'i Island Community Health Center?
Job Title: Medical Records Specialist
Supervisor: Health Services Manager
Location: Float
Job Summary
The Medical Records Specialist is the internal and external patient services point of contact when the clinic manager is unavailable to assist with patient service related concerns. Assists and works under the direction of the clinic manager of coordination of day to day operations at the medical records areas. Provides work direction, and answers job related questions for patient services representatives. Guides, motivates, trains new personnel, and answers job related questions under the direction of the clinic manager. Provides feedback to clinic managers on newly hired PSRs during their training period, while implementing departmental policies in order to ensure effective operations of the organization The Medical Records specialist also performs all duties of the Patient Service Representative and adheres to HICHC code of conduct, employee handbook, and the company Mission, Vision and Values.
The Medical Records Specialist ensures the delivery of high quality, cost efficient, culturally sensitive services comply with all Federal, State and Local agency policies and procedures as well as those at Hawaii Island Community Health Center and promotes and supports the Patient Centered Medial Home (PCMH) primary care model.
Essential Functions
• Performs all essential functions of the Patient Services Representative.
• Acts as the first point of contact for PSR’s and other staff when requiring assistance with PSR related duties.
• Updates Providers schedules and has authority to override appointments.
• Maintains petty cash and consolidates daily collections, balances totals, and scans appropriate paperwork to Finance.
• Drops off daily deposits to the bank.
• Conducts daily audits on all scanned documents, until determination is made by the clinic manager that random audits are sufficient.
• Conducts daily audits on previous day encounters, ensuring PSR’s are updating all pertinent information including but not limited to demographics and insurance information.
• Trains new employees in departmental policies and procedures, and orients them to the clinic.
• Trains new employees in all PSR functions and provides feedback to clinic manager regarding new employee progress. Works with clinic manager to ensure completion of core competencies.
• Scans all medical correspondence into patients charts and files into appropriate categories within the patient’s chart.
• Registers patients into the computer, generating required paperwork for a patient visit as necessary.
• Calls patients to remind them of their scheduled visits as necessary.
• Makes and assists in making appointments, confirming the patient’s current address, phone number, and updates demographics and insurance information in the computer system as necessary.
• Answers the telephone promptly and courteously, refers calls to the appropriate area and identifies and refers urgent calls correctly.
• Performs other clerical support functions including scanning, filing, copying of records for release, scheduling and documentation of appointments or referrals, completes medical release forms, and documents no shows or cancellations in the chart.
• Checks the mail
• Generates No Show letters in patients chart and prepares letter for mailing
• Pulls medical records the day before the patient’s appointment.
• Performs duties such as straightening magazines, and wiping down surfaces to maintain reception area.
• Exhibits and promotes a standard of excellence in the performance of all duties and interactions with patients, co-workers and outside contacts.
• Promote and support the Patient Centered Medical Home (PCMH) primary care model.
• Reports to work as scheduled and on time and keeps supervisor informed as to work schedule.
• Performs other duties as assigned.
Skills & Abilities
Education: High School Graduate or General Education Degree (GED): Required
Experience: Minimum 2 years of experience in medical office preferred.
Computer Skills: Previous experience with Microsoft Office and Electronic Health Record Preferred
Current Hawaii Drivers’ License and Valid Insurance.
Medical Terminology educational course or equivalent preferred.
