Medical Records Specialist

Job Summary

Maintains medical records according to agency policies and procedures. Provides administrative assistance to Director of Quality, Compliance & Health Informatics, clinical team and others as needed. Provides back-up Receptionist coverage at front desk.

Specifications

Education and Training: High school graduate or its equivalent. Associates degree preferred.

Experience: Requires at least one year of administrative and/or clerical assistance experience, with at least 1-2 years of electronic medical records experience.

Licensure, Registry or Certification required: None

Knowledge, Skills, and Abilities: Able to follow instructions and pre-established guidelines to perform the functions of the job; Excellent internal and external customer service skills; Must possess efficient computer skills (including, but not limited to Microsoft Word, Excel, PowerPoint, Outlook, Electronic Health Records Systems and Databases for data entry and information retrieval); Standard office equipment operation; Establishes priorities and time management practices to handle workflow with frequent interruptions; Attention to detail; Flexible and able to work well with others; Must possess excellent written and verbal communication skills; Has knowledge of commonly-used concepts, practices, and procedures within the medical records field; Takes initiative and is reliable; Ability to represent the organization professionally; Able to read, write and speak English; Able to take meeting minutes for recordkeeping purposes.

With or without reasonable accommodations: Must be able to bend, stoop, stretch, stand and sit for extended periods; Possess sufficient manual dexterity to operate keyboard and other office equipment; Sit for majority of assigned work time; Ability to lift heavy packages/bundles of approximately 30 pounds.

Essential Job Functions

Medical Records

· Maintains and retrieves participant files. Files all participant data upon receipt of information; initiates records for potential enrollees and creates computer index; prepares file labels; maintains filing statistics; audits filing sequence.

· Responds to requests for medical records; processes letters and reports; answers and directs telephone calls. Maintains spreadsheet of all records request.

· Distributes lab reports to physicians and materials to other departments; requests information from various departments; professionally responds to correspondence requests.

· With proper authorization may photocopy records and documents for billing and/or legal services; sends and receives information via scanner and/or facsimile machine.

· Keeps Supervisor informed of work-related problems and/or issues; monitors supplies needed and submits requests with Supervisor approval.

· Organizes and evaluates participant medical records.

· Serves as liaison to Capstone consulting services ensuring timely responses and completion of monitoring reports.

· Routinely monitors medical records for timely submission of documentation and communicates compliance issues with supervisors.

· Produces participant list for initial assessments and reassessments.

· Monitors authorizations for completeness and timeliness and reports outliers to appropriate supervisors.

· Obtains necessary documentation for annual recertification in NCTracks.

· Performs other duties as assigned

Clinical Administrative Assistant

· Types, edits and appropriately disseminates morning meetings minutes, IDT team care plan updates.

· Types and edits correspondence, memoranda, special projects, and related material.

· Accurately maintains data and information in the electronic medical record and other database resources.

· Assists with report generation activities such as: gathering information, summarizing data, creating graphs and charts, and producing and distributing reports for Quality and Informatics Coordinator and the clinical team.

· Assists with the development and distribution of group meeting materials such as: agendas, presentations, follow-up materials, and meeting minutes.

· Provides timely, accurate and proper documentation to assist with invoice processing.

· Communicates supervisors’ instructions to various individuals and/or departments and obtains information from other internal and external parties.

· Organizes and maintains general files, binders, documents, etc. and follows up on pending matters in a timely manner.

· Performs other duties as assigned.

Front Desk Coverage:

· Answers telephone, screens and directs calls. Takes and relays messages.

· Provides appropriate information to callers and/or routes them to appropriate personnel.

· Monitors the sign in and sign out process, which includes greeting individuals, directing individuals to the correct destination and monitoring participants in the lobby.

· Deals with queries from the public, participants and families.

· Ensures knowledge of staff movements in and out of the organization.

· General administrative and clerical support. Prepares letters and documents.

· Receives and sorts mail and deliveries.

· Schedules appointments and maintains appointments either manually or electronically.

· Schedules meetings as requested.

· Maintains a tidy reception area.

· Performs other duties as assigned.

Job Type: Full-time

Pay: $14.00 - $17.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Medical records: 1 year (Required)

Work Location: One location