Medical Records Specialist - Carol Milgard Breast Center

Job Summary:

The Medical Records Specialist is responsible for providing support to the Health Information Management department and outpatient sites by organizing, evaluating and processing medical records requests. Must be able to compile, process, and maintain medical records of patients in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements of the healthcare system. Responsible for processing both phone and faxed requests for medical records, to include printing images from PACS, gathering reports, completing documentation for all incoming and outgoing films/CDs. Position assists in answering incoming calls for a high volume phone queue. Responsible for working with patients and provider offices to complete necessary release for information documentation in accordance to department protocols and HIPAA standards. Works with patients to ensure records are prepared in a timely manner for pick up and release. This position must be able to meet and support the workflow demands of a fast paced, customer focused service environment in a clinic setting.

Location: Tacoma, WA - Learn more about us at the Carol Milgard Breast Center by touring our website -

Schedule: This will be a 1.0 FTE 40 hour per week role.Monday - Friday, 8AM - 4:30PM.


Pay and Benefits:

New employees to this role can expect to be offered $19.22 - $29.18 per hour based on relevant experience, skills, and abilities.


TRA additionally offers eligible employees full medical, dental and vision benefits, a robust 401K package (with an automatic employer contribution), 17 days of PTO for all eligible new employees, 9 paid holidays, as well as a consistent compensation growth path, profit sharing, continuing education reimbursement by position, and more!

Our Mission

To provide sustainable breast health services to all women in our community in a caring environment that fosters confidence, comfort, peace and dignity for each individual.

In addition to providing excellent care, the mission of the Carol Milgard Breast Center is to provide sustainable breast health services to all women in our community in a caring environment that fosters confidence, comfort, peace and dignity for each individual. As a non-profit organization, we provide financial assistance to eligible patients so everyone can access essential mammography services, regardless of their financial circumstances.

To ensure that all women have better access to potentially life-saving mammography services, we look for support from individuals and community partners to help us fund outreach efforts and screening mammograms. You can make a difference by providing the financial support to help pay for mammograms and other breast imaging services for women in less fortunate circumstances.

Our Vision

Our vision at Carol Milgard Breast Center is to instill a sense of patient confidence through superior patient-centered care and to be characterized as:

• The facility of choice for community providers to obtain accurate and timely diagnosis of breast disease for patients
• The facility of choice to attract and retain highly dedicated, highly specialized radiologists, technologists and staff
• A gathering place for multi-disciplinary medical teams to discuss every facet of breast diagnosis and treatment
• A community resource for education and outreach
• A model for effective and efficient use of philanthropic resources

Essential Job Functions:

1. Retrieve patient medical records for physicians, technologists, other medical personnel, and patients.
2. Utilize electronic systems in order to obtain prior images and reports for a patients upcoming visit. (PACS, EMS, EPIC, Emix)
3. Protect the security and confidentiality of medical records to ensure that HIPAA compliance is maintained.
4. Answers high volume phone calls in a timely manner to meet department call expectations.
5. Handles Release of Information (ROI) according to state and HIPAA guidelines.
6. Maintain- continuity of work operations by documenting and communicating actions, irregularities, and continuing needs.
7. Prepares paperwork for image interpretation with a high degree of accuracy, to include locating previous examinations and reports, locating outside priors for scheduled appointments when necessary.
8. Prepare and update EMR/film jackets, day sheets, and other documents, when needed, to appropriate departments timely.
9. Review records for completeness and accuracy according to company policy and state and HIPAA guidelines.
10. Utilizes appropriate systems for the tracking of medical record discs, reports, films, and all other medical records.
11. Push digital images electronically via PACS systems.
12. When appropriate, maintain e-mix system by pushing and purging studies per expected process.
13. Keep physicians, technologists, or other medical personnel informed by communicating availability or unavailability of records.
14. Resolves medical record discrepancies by collecting and analyzing information.
15. Deliver emergent cases to nearby offices, when required (see courier job description).*
16. Set up attorney requests. Coordinate cases with HIM/Legal teams.
17. Where appropriate, receive, sort, and deliver all incoming mail. Include courier and interoffice deliveries as needed.
18. Where appropriate, manage the postage machine ensuring adequate funds are available.
19. Coordinate supply needs with management and Purchasing department.
20. Check work e-mail daily.
21. Follow the HIPAA privacy and security policies and procedures.
22. Perform all other related duties as assigned.

Qualifications:

Education/Work Experience

• High school diploma or GED required, Associates degree preferred.
• Previous imaging medical records experience preferred.
• Minimum 1 year of recent, related experience, or equivalent combination of education, training, and experience.
• Familiar with medical terminology, and able to understand it.
• Current BLS certification required.

Job Knowledge/Skills

• Ability to demonstrate effective customer service skills.
• Ability to carry out ongoing office administration tasks.
• Knowledge of practices, behaviors, applicable laws, rules, and regulations governing proper medical conduct.
• Knowledge of processes and procedures for documenting patient information from intake to archiving.
• Knowledge of medical records systems.
• Must exhibit high level of accuracy and have strong attention to detail.
• High level of data processing skills and numerical ability.
• Great awareness of time management and must be deadline-oriented.
• Ability to work effectively in teamwork environment and have respectful behavior while working as a team with co-workers.
• Must possess strong computer skills.
• Communicate professionally with other medical facilities, patients, and customers.
• Must possess excellent verbal communication skills; good organization skills.
• Ability to multitask and provide accurate, complete documentation.
• High level of interpersonal skills to handle sensitive and confidential information, situations, and documentation.
• Have a general knowledge of radiology procedures including Mammography, Bone Densitometry, Ultrasound, CT, MRI, Nuclear Medicine, Fluoroscopy, PET, and Interventional Radiology.
• Ability to manage multiple tasks and carry out instructions effectively.

Physical Requirements

Work is classified as moderate in physical requirements. Must be able to assist in supporting patients of varying weight. Ability to stand, walk or sit for extended periods of time. Reaching by extending hand(s) or arm(s) in any direction. Also requires manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment as necessary.

Mental Requirements

Work requires high attention to detail and the ability to handle mentally stressful situations. The ability to maintain high level of sensitivity towards confidential information is also required.

Working/Environmental Conditions

Work environment consists of normal office or administrative working conditions. There may be exposure to communicable diseases. There will be limited exposure to ionizing radiation.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.