Medical Records Specialist Hospice - HomeCare

Medical Records Specialist

Work where every moment matters.

Every day, over 40,000 Hartford HealthCare colleagues come to work with one thing in common: Pride in what we do, knowing every moment matters here. We invite you to become part of Connecticut's most comprehensive healthcare network as a Medical Records Specialist.

Hartford HealthCare at Home, the largest provider of homecare services in Connecticut, has been fulfilling our mission for more than 115 years. Our Person-Centered Care Model allows our colleagues to learn and grow within our organization, all while providing integrated support to the patient. As part of Hartford HealthCare, we leverage cutting edge technology to provide quality care in our client's home. Most importantly, our colleagues are appreciated for the real differences they make in both the lives of their clients and their clients' families.

The Medical Records Specialist is responsible for the accurate and HIPAA-compliant processing, management, and maintenance of patient medical records within the Homecare Homebase (HCHB) Electronic Medical Record (EMR) system. This role supports clinical and administrative teams by ensuring timely documentation, order tracking, and record integrity to facilitate high-quality patient care.

Medical Records Management:

• Process and manage medical records, Release of Information (ROI), and Additional Documentation Requests (ADRs) in compliance with HIPAA regulations
• Upload, scan and organize documents into the HCHB EMR system
• Ensure all documentation is complete, accurate and compliant with regulatory standards
• Maintain confidentiality and security of patient information at all times
• Ensure proper archiving and retention of medical records in accordance with state and federal laws.

Physician Order Tracking and Coordination:

• Monitor aged unsigned physician orders; submit second and third requests to overdue physicians
• Call or visit the offices of physicians with seriously overdue orders
• Track and follow up on unsigned orders, addendums, and other key documents
• Communicate with physicians, marketing staff, clinical teams, and leadership to obtain timely signatures and documentation

Face to Face Specialist Workflow Management:

• Ensure that all necessary F2F encounters are properly documented, tracked, and completed in a timely and compliant manner.
• Monitor and maintain compliance with Medicare F2F requirements.
• Collaborate with clinical staff to ensure documentation accuracy and workflow efficiency

Interdisciplinary & Clinical Team Support:

• Collaborate with nursing, therapy, and social work teams to ensure documentation supports coordinated patient care
• Support the Clinical Information Systems (CIS) team with back-office and field user issues related to HCHB.
• Establish and maintain positive working relationships with physicians (MDs, DOs), nurse practitioners (NPs), physician assistants (Pas), and other referral sources

Systems & Technology Oversight:

• Supervise the use of the clinical records information system
• Maintain a comprehensive working knowledge of HCHB EMR, including upgrades, enhancements and related tools/systems

Assists in audits and prepare documentation for internal and external reviews; serve as liaison for EMR-related issues, escalating to IT or HCHB support as need; and actively participates in recurring workgroups, special projects and leadership meetings.

Qualifications

Minimum Requirements:

• Education: High School Diploma
• Experience: Year of Administrative Healthcare Experience

Preferred:

• Education: Bachelor's Degree Preferred in Health Information Management or related field.
• Experience: 1-3 years of experience preferably in Home Care