Medical Records Representative

The Medical Records (HIMS) Representative is responsible for the daily operations of managing incoming documents, releasing information requests, and handling inquiries as it relates to OrthoIllinois patient encounters, orderings, charting, and documentation.

Primary Duties and Responsibilities:

• Retrieves medical records requested by physicians, medical staff, and patients in an urgent manner
• Creates patient accounts for new and existing patient referrals
• Monitors and updates charts for deceased patients
• Sends physician notes and work status reports to Work Comp Case Managers
• Ensures documents are properly labeled and filed
• Communicates with medical offices, attorneys, and patients regarding medical record requests by phone, fax, and email
• Retrieves lab results for physicians
• Processes incoming faxes, attaches incoming scans to patients' chart, and routes to appropriate parties
• Completes release of information requests to patients, attorneys, and other parties
• Completes requests for information from clinic staff by pulling records from other hospital systems to provide nurses and providers with incoming referral information
• Scans loose reports and other paper charting documents back into the patients' chart
• Manages, sorts, distributes, scans, and assigns mail for the entire organization
• Manages the destruction of stored paper records per Record Retention Guidelines
• Push, burn, share and retrieve images via Medicom/PACS to patients and requestors.
• Responsible for chart prep for depositions
• Ensures all internal diagnostics tests such as imaging reports, EMGs, and Dexas are quickly and accurately indexed into the patient chart and sent to the appropriate parties
• Phone customer service: Answers calls from patients, facilities, and attorney offices to fulfill requests or delegate communication to appropriate clinic staff members
• Closes the loop on internal Narrative letters, IMEs, and OP Reports in EMDAT and files in eCW Charts

Competencies:

• Service: We align our actions and decision making with the organization's guiding platform keeping our patients at the center of all we do.

• Change Agent: We support and contribute to positive change in the organization.

• Communication and Interpersonal Relations: We communicate honestly and with compassion to build connections with our patients and each other.

• Effectiveness: We take ownership of work, doing the right thing for our customer and doing it well.

Organizational Culture:

All OrthoIllinois employees focus on service by putting the mission, vision, and value statements into practice and using the guiding principles of Compassion, Respect, Trust, Integrity, Innovation, Education Fiscal Responsibility, Practice Independence, Accountability, and Empowerment to direct their interactions and decision making. Employees promote and model the service standards to create lasting impressions, extraordinary moments, exceptional on-stage experiences, and meaningful and compassionate connections.


Education and Experience Requirements:

• High School Diploma or GED required

• Previous customer service, clerical, or healthcare experience preferred

• Basic working knowledge of Google and Microsoft Suites

• Basic working knowledge of EMR systems preferred


Environmental/Working Conditions:

Working environment is in an office/clinic setting.

Physical/Mental Demands:

• Sit and stand for extended periods of time.

• Requires lifting, carrying and/or moving objects in a manner consistent with most office environments (generally, no more than 10 pounds on a frequent basis and 20 pounds on an occasional basis).

• Finger dexterity for typing on a keyboard and using a mouse for extended periods of time; ability to twist hands or wrists repetitively.

• Possess full range of motion in shoulders and arms, including reaching above or below the shoulder.


• Vision (e.g., depth perception, color vision, strong vision up close).

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.

Equal Opportunity Employer
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