Medical Records Representative

Under limited supervision, the Medical Records Representative maintains patient records, responds to request for medical records, requests/obtains medical records for current and new patients, and performs various clerical duties.



Essential Duties and Responsibilities:

• Perform job in accordance with Company Mission, vision, and goals.
• Exercise confidentiality in all areas, abiding by HIPAA rules and regulations.
• Files inbound correspondence from insurance companies, providers, etc.
• Maintains patient charts electronically and retrieves files for scheduled appointments; files all patient data upon receipt of information; retrieves records for new patients; sends records to third party locations.
• Processes and responds to all requests for medical records; completes invoices and collects payment for medical records requests before distributing. Distributes medical documents and other related materials (in accordance with our policy and the specifications of the requests) to physicians, other facilities, and other departments.
• Produces records and documents for billing and/or legal services; sends and receives information via efax and by mail.
• Answers, transfers, make outgoing telephone calls. Coordinate with representatives of different companies for all medical record inquiries.
• Keeps supervisor informed of problems or issues; monitors supplies needed; distributes all faxed information to the appropriate departments; performs other duties as assigned.
• Ensures requests are attended to in a timely manner.
• Creates and maintains a positive atmosphere of customer service, teamwork, mutual respect, professionalism and accountability at all times.
• Maintains knowledge of, and complies with established State, Company and any other applicable policies and procedures.
• Acts as a liaison between the Company and Medical Records Requestors.
• Performs other duties as assigned.

• High School Diploma, or equivalent.
• Must have knowledge of Internet and Microsoft Office software (MS Word, MS Excel, MS PowerPoint, MS Outlook).
• Must have excellent written and oral communication skills, including exceptional customer service.
• Must be able to establish and maintain effective working relationships with doctors, clinical staff, other co-workers and the public.
• Must be able to work individually as well as within a team.
• Must be able to follow both verbal and written instructions.
• Must be able to work a flexible schedule.
• Must be able to respond with patience and understanding during stressful conditions related to patient health and emergent situations.
• Must be able to multi-task and prioritize.
• Must demonstrate extreme attention to detail.
• Must possess strong organization skills.
• Must be able to problem solve and use reasoning.
• Must be able to meet predefined quality standards.
• Must maintain and project a professional attitude and appearance at all time.
• Must have a working knowledge of the healthcare field and medical specialty, as well as medical terminology.
• All staff are expected to have a strong desire to provide excellent customer service; to comply with the rules and regulations of those organizations to which we are accountable; to have high ethical and professional standards of conduct; and to have an attitude of wanting to continuously improve their own professional performance.

• One (1) year of Medical Records experience.