Medical Records Specialist

Document Control Specialist

The Document Control Specialist organizes and evaluates patients' health information and records. In addition, they perform a variety of record keeping and clerical duties in support of services provided in an outpatient medical setting. Perform a variety of administrative duties including but not limited to: answering phones; faxing and filing of confidential documents; and basic Internet and email utilization. Provide excellent customer service to all internal and external customers.

Responsibilities and Authority:

1. Manage and track company documents through eCW.
2. Monitors the eCW fax system on a continuous basis daily.
3. Accurately and efficiently retrieves attaches and scans paper records into the EMR.
4. Reviews signed paperwork prior to attaching to patient chart make sure all required areas have been completed.
5. Once completed /signed paperwork scanned to chart. Mark as signed and continue to forward to appropriate receiver on paperwork.
6. Scan received medical records (via mail) to the patient's chart and forward to the requesting FCPC provider for review.
7. Scan received medical records request via eCW (FAX) of mailed hard copy request to patient's chart. Forward to Data File for processing.
8. Accurately attach test results to orders already in the patient EMR. Forwards the test results to the appropriate person for review prior to MD review.
9. Checking eCW fax files for refill request and turning the Fax into a refill Telephone encounter.
10. Scan any received order request (Home Health, Durable Medical, FMLA, Duty certifications, Jury Duty summons, Return to work request, Mobility exams, etc. - Blank request) to patient chart- document as Blank for and /or unsigned.
11. Place eCW documents into the chart under referral/ consult notes. Review referral if listed. If referral has not been addressed by the referral specialist, send records to the referral specialist
12. Monitor and maintain PPAP Program. See attached description.
13. Knowledge of chart control, access and storage in accordance with established policies and regulations.
14. Knowledge of medical records regulations and release of health information.
15. Prepare copy of records when presented with properly completed medical release forms.
16. Consult supervisor, team members and appropriate resources to solve health information questions.
17. Receive incoming correspondence and review/forward to appropriate department or staff.

Qualifications, Knowledge, Skills:

Education: High School Diploma or equivalent.

Associate Degree and/or certificate program preferred.

Licensing: License typically not required.

Educated on and compliant with HIPAA regulations; maintains strict confidentiality of client information.

Ability to work effectively within role independently and with other team members.

Ability to organize and complete work in a timely manner.

Ability to read, write and effectively communicate in English.

Ability to understand medical/surgical terminology not required but preferred.

Typical Physical Demands and Working Conditions:

Work is performed in a typical medical office setting. Requires manual dexterity to operate keyboard and other office equipment. Sitting at computer terminal for long periods of time. Requires corrected vision and hearing to normal range. Requires occasional overtime to complete tasks, as needed.

Infectious Disease Exposure Level: 1

Job Relationships:

Supervised by: Office Manager

Employees Supervised: None

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

Addendum #1

PPAP Program:

1. Maintains current resource list of pharmaceutical vendors who offer discounts including financial requirements to qualify.
2. Educates and assists the patient in completing all enrollment forms and required financial documentation.
3. Maintains a system of re-calls for renewal of PPAP application based on individual pharmaceutical company requirements for re-application.
4. Calls and schedules an appointment with the patient for re-application paperwork. All appointments will be scheduled in ECW designated "PPAP".
5. Keeps physicians, providers, nurses updated on resources for PPAP or changes in pharmaceutical requirements in order to prevent loss of assistance to their patients.
6. Maintains a data base on medications that can be filled through PPAP program and researches additional sources in order to maximize opportunities for enrollment of our indigent patient population.
7. Reviews medications upon receipt of order for accuracy, labeling and notifies patient for pick up. Has patient sign form verifying receipt of medication(s).
8. Ensures that patient receives prescription information handouts with receipt of prescriptions and can verbalize understanding of dosage and frequency of Rx.
9. Documents status of medication orders in ECW (Ordered, Received, Pt called for pick-up).
10. Communicates with provider(s) to maintain accuracy of patient's Medication List(s) for PPAP meds.
11. Responds timely to all phone encounters regarding PPAP medications.
12. Educates the patient on the importance of timely reorder and providing the necessary financial documentation to comply with pharmaceutical company.
13. Communicates with pharmaceutical companies to gain information on requirements and changes of their patient assistance program in order to keep program guidelines current.