Medical Records Clerk

DESCRIPTION: Responsible for the accurate filing, scanning and indexing of medical record documents in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements of the health care system. Responsible for maintaining the Medical Records Department according to the Texas State laws and the Health Insurance Portability and Accountability Act (HIPAA). Greets, screens, and directs clients to appropriate service. Performs complex clerical duties following established policy and procedures, while maintaining confidentiality of all clients' protected health information. Performs light bookkeeping and accounting work. Uses adding machine and deals with automated client data base and related systems. Conducts themselves in a professional courteous manner at all times.

SUPERVISION: Directly supervised by Health Information Manager.

TYPICAL PHYSICAL DEMANDS: Requires prolonged sitting and occasional standing, walking, bending, stooping, reaching, etc. May require moving up to 25 pounds. Regular use of office equipment such as computers, telephone, copiers, scanner, etc.

FUNCTIONS AND RESPONSIBILITIES:

• Accurately and efficiently processes requests for health information access and disclosure in compliance with HIPAA and other federal and state statutes, as well as organizational policies and standard operating procedures.
• Logs and tracks all requests for access and disclosure of information in the practice management system in accordance with policies and standard operating procedures.
• Maintains high volume sorting, scanning, filing and archiving of medical documents in the electronic health record ensuring they are complete, accurate, and accessible for healthcare providers.
• Maintain high degree of quality control and validation of the completed work. Utilizes Intergy Image Manager to organize scanned documents into patient's electronic health records.
• Responsible for pick-up and delivery of department mail and prepare outgoing mail.
• Handles confidential and extremely time sensitive materials. Ensure adherence to the Center's Privacy and Security Policies and Procedures.
• Prepare secure bags on a daily basis for paper records or mail that need to be transferred to other sites.
• Assist to coordinate transfer of Medical Records to offsite storage.
• Maintain cleanliness and organization of medical records area or desk to comply with safety procedures.
• File documents that are required to be maintained in hard copy on daily basis.
• Manages all incoming faxes via fax server. (e.g. incoming fax results or requests).
• Responsible for scanning of documents to task or result orders as per Center's Policy and Procedure.
• Purges medical records as necessary and in compliance with the Center's Policies and Procedures.
• Prepares medical records and scanning documents for destruction according to the Center's Policy and Procedure.
• Comply with federal HIPAA regulations and practice policies for the privacy and security of patient information; explain the Center's privacy policy to patients as needed and maintain appropriate documentation of access to medical records.
• Performs other duties as assigned

MINIMUM QUALIFICATIONS:

• Graduate from an accredited high school or GED graduate.
• Two years technical/vocational school or three years' experience in this field preferred.
• Working knowledge of HIPAA and other federal and state rules preferred
• Bilingual in English and Spanish is preferred.
• Knowledgeable in Excel and Word.
• Excellent organizational and multitasking skills
• Knowledge of medical terminology and healthcare procedures

SKILLS AND ABILITITES:

• Ability to effectively communicate verbally and in writing.
• Knowledge of health record format and content for all visit types.
• Ability to read moving objects and if possible, have experience with scanning equipment.
• Ability to examine the medical record and verify patient identification.
• Ability to detect errors, locate certain information on any type of documents, and quickly organize them without error.
• Ability to examine a form and determine its proper placement with the electronic health record.
• Sharp attention to detail and proactive problem-solving skills to ensure effective communication among doctors, nurses, specialists, and administrative staff.
• Ability to work effectively with others and to deal tactfully with professional personnel and patients.
• Knowledge of customer service concepts and practice.
• Ability to handle and communicate with clients under stressful and difficult situations.
• Ability to maintain confidentiality of information.
• Ability to operate a computer in order to accurately enter data into a database, search for information in the patient's electronic health record, send and receive email and attachments.
• Ability to perform clerical duties (i .e. filing, data entry, filing out applications).
• Ability to manage time effectively and efficiently.
• Ability to work flexible hours.