Medical Records Specialist

Medical Records Specialist

The Medical Records Specialist reports to the Supervisor of Medical Records. Primary responsibilities include prepping, scanning, indexing and reviewing of records and loose documentation for incompleteness; processing requests for protected health information and various medical records support functions; destruction of medical records that have reached the appropriate date of maturity.

Position Specific Duties and Responsibilities:

• Adhere to all agency policies and procedures regarding confidentiality and security of clients' protected health information; This includes following HIPAA guidelines and agency policies in releasing and accessing Protected Health Information in compliance with federal and/or Oklahoma law 43A and cited in statutes 45 C.F.R. Parts 160, 164; 42 C.F.R. Part 2; 43 O.S. 1-109; and 63 O.S. 1-502.2 and 2602.
• Complete all required confidentiality and security training as requested and required to maintain working knowledge of medical records processes.
• Maintain security/privacy of electronic and paper clinical records under staff's custody.
• Review all clinical documentation for completeness before it is prepped, scanned and indexed into the client record.
• Scan, and index client records and loose documentation generated from inside and outside the agency per document imaging protocols.
• Perform continuous quality analysis of scanned case record documentation.
• Create Go AnyWhere Accounts and manage password resets for Attorney's utilizing the Go Anywhere accounts.
• Demonstrate proper telephone etiquette and maintain good customer relations by handling questions and concerns promptly and with courtesy and patience. Calmly educate and efficiently assist clients or others with complaints and requests for authorizations to disclose information; handle all situations in a professional manner, exhibiting excellent customer service skills at all times.
• Respond to face to face requests for EHR information, assisting individuals to properly fill out the Authorization of Disclosure form.
• Track and communicate case record deficiencies to clinical staff.
• Track all requests for clinical records in specific disclosure management spreadsheets.
• Prepare and timely send requests for disclosure of information. Post payment for medical records requests and notify account payable when a payment for records has been made.
• Provide assistance to clinical and support staff with inquiries regarding scanned documents and medical record components such as inpatient discharge summaries; documents from other treatment facilities; legal and educational entities.
• Respond to external medical record inquires as mandated by federal requirement and pursuant to policy and procedure.
• Assist program and administrative personnel in the preparation of records for accreditation, audits, and quality improvement activities.
• Track all requests for client discharge from agency. Complete discharge summary and close charts per clinician request.
• Meet Performance Productivity Standards.
• Assist in tracking and maintaining case record retention of archived and closed clinical case records, which may include record destruction and/or relocation of case records.
• Assist with special clinical record projects, as assigned by manager.
• Responsible for Graves Mailroom including: preparing postage for daily outgoing mail; sorting incoming mail & distributing to the appropriate programs mailbox; notifies proper staff on returned mail as needed.

Qualifications:

Education:

Must be a high school graduate or have HS equivalent.

Experience:

Must have two years of experience in related office work.

Performance Competencies:

Essential Behaviors

Client and Public Engagement/Customer Service

Administrative Duties

EHR and Client Record Responsibilities

Knowledge/Skills/Abilities:

Requires ability to work with the public, maintain an effective working relationship with agency employees, maintain a professional manner at all times, and maintain confidentiality.

Requires ability to manage multi-line telephone system and other communication technologies.

Must possess computer skills. Ability to sit for long periods of time, walk frequently, lift 10-15 lbs. regularly.

Certifications/Licenses:

Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office. Proof of automobile insurance required.

Other Information:

Safety Sensitive Job Classification: This job is classified as a "safety-sensitive" position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the "safety-sensitive" classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children's Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.