Medical Records Technician

Medical Records Technician

ANCHORAGE, AK 99503

Job Description

POSITION SUMMARY:

The Medical Records Technician is responsible for the accurate flow of patient health information within the organization. This includes the distribution, pick-up, scanning, indexing, and tasking of medical documentation into the Electronic Health Record (EHR) system. The Technician ensures that documents requiring provider action are promptly and correctly routed. They also process incoming and outgoing Release of Information (ROI) requests in a timely, accurate manner, billing requestors according to established fee schedules. The Medical Records Technician will act in strict accordance with HIPAA regulations, always maintain confidentiality, and uphold all applicable privacy, legal, and organizational standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Pick up and distribute paperwork from provider areas twice daily.
• Receive, organize, and scan incoming documents from mail, fax, or provider-completed forms into the Electronic Health Record (EHR) system.
• Task scanned documents requiring action to the appropriate provider.
• Ensure documents are accurately assigned to the correct patient chart, encounter, and document type.
• Review scanned documents for completeness, legibility, and correct patient assignment.
• Identify and resolve document errors, misfiles, or missing information; escalate unresolved issues to supervisor.
• Handle and process various types of medical documents including progress notes, physical exams, lab results, x-ray reports, specialist consultations, hospital discharge summaries, patient correspondence, and releases of information.
• Respond to requests for release of medical information from patients, providers, insurance companies, and other third parties.
• Verify validity and completeness of authorizations for release of information.
• Prepare, duplicate, and transmit requested records in compliance with HIPAA regulations and organizational policies.
• Invoice requesting parties and collect payment in accordance with the ANHC fee schedule.
• Operate, clean, and maintain scanning equipment to ensure proper functioning.
• Answer incoming calls related to medical records, information requests, and document location assistance.
• Provide courteous and professional service to patients, providers, and staff.
• Assist clinical and administrative staff in locating or clarifying medical documentation as needed.
• Maintain strict confidentiality of all patient information and comply with all applicable privacy, security, and legal standards.
• Ensure timely completion of all records-related tasks to support patient care delivery.
• Demonstrate strong attention to detail when handling sensitive patient information.
• Communicate effectively with internal teams regarding document status and requests.
• Support compliance initiatives by following HIPAA, organizational, and legal standards.
• Participate in training to stay current with changes in healthcare documentation and EHR systems.
• Report recurring scanning, indexing, or documentation issues to the supervisor for quality improvement.
• Provide basic training or guidance to new staff on document handling procedures and EHR workflows related to medical records.
• Assist with fulfilling legal hold requests or record production for audits, compliance investigations, or litigation support, as directed.

SUPPORTING DUTIES AND RESPONSIBILITIES:

• Participate in the purging, archiving, and destruction of medical charts according to organizational policies and retention schedules.
• Perform other job-related duties as assigned.
• Maintain a clean and orderly work area.
• Multi-task and provide back-up coverage as needed.
• Maintain a basic knowledge of medical terminology, healthcare documentation types, and confidentiality standards to accurately manage and process patient records.

KNOWLEDGE, SKILLS AND ABILITIES:

ANHC's Mission, Vision and Values: Actively supports ANHC's mission, vision and values. Includes using individual skills to add value to the mission: To be a trusted partner in every person's wellness by providing integrated, compassionate, and high-quality health care, regardless of ability to pay; and vision: Accessible care for a healthy Anchorage. Aligns actions around organizational values of RESPECT, COMPASSION, PERSONAL INTEGRITY, EXCELLENCE and COLLABORATIVE SPIRIT and gives priority to organizational mission, vision and values when making decisions.

Accountability: Takes ownership for delivering on commitments; owns mistakes and uses them as opportunities for learning and development; openly discusses his/her actions and their consequences both good and bad; has an ability to identify strengths and developmental opportunities and leverages insight to make adjustments to improve their effectiveness; courage to have difficult conversations.

Adapting to Change: Accepts and adapts to change in a professionally appropriate and thoughtful manner. Is willing to offer a different perspective or approach and yet knows when and how to stand down graciously and accept a well-thought-out decision. Embraces change.

Confidentiality: Maintains the highest level of confidentiality regarding ANHC records and information relating to ANHC, its customers and employees. Appropriately uses internal confidential information for business purposes only. Responsible for knowledge and compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Communicating Effectively: Shares information. Listens and involves others. Clearly conveys ideas in a manner that engages others and helps them understand and retain the message.

Decision Making/Judgment: Approaches problems and decisions methodically and objectively; involves others as needed; uses sound judgment in making decisions and understanding the impact to themselves, customers, their team, and the organization; conducts the appropriate analysis to identify the symptoms and root cause of issues; makes timely decisions.

Delivering High Quality Work: Makes sure responsibilities central to the role meet all requirements and expectations. Finishes tasks promptly and critically reviews work to ensure quality and accuracy. Considers impact of work to others and takes steps to mitigate. Seeks additional work after finishing tasks.

Demonstrating Initiative: Takes action on his/her own without being prompted; handles problems independently; able to resolve issues without relying on extensive help from others; does more than is expected or asked.

Results Orientation: Is focused on outcomes and accomplishments; follows through on commitments; can be counted upon to successfully execute on goals; motivated by achievement and a need for closure; has an attention to detail and is both efficient and effective in achieving a high level of measurable outcomes; persists in achieving goals despite obstacles.

Service Excellence: Has a desire to consistently provide a genuinely exceptional experience to every person, every time. Provides timely and professional service to both internal and external customers; is responsive to customer needs and requests; is always courteous to the customer and considers the needs of the customer when making decisions.

Teamwork: Meets all team deadlines and responsibilities, listens to others and values opinions, helps team and leader to meet goals, welcomes newcomers and promotes a team atmosphere.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:

Anchorage Neighborhood Health Center provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Anchorage Neighborhood Health Center complies with applicable state and local laws governing non-discrimination in employment in every location in which the organization has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination,

Qualifications

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Work Experience: Two years clerical experience required. Knowledge of medical terminology desirable. Must have the ability to organize workload and work independently. Must be accurate, versatile, and dependable. Computer skills required.

Education, Certification and Licensure: High School graduate or equivalent.

Additional Skills & Knowledge: Bilingual preferred.