Medical Records Specialist (Healthcare)

Job Title: Medical Records Specialist
Supervisor: Quality and Compliance Director
Positions Supervised: None
Pay Range: To be determined
FLSA Status: Non-exempt Full-time

Job Summary
Maintains medical records according to agency policies and procedures. Provides administrative assistance to Quality and Informatics Coordinator, clinical team and others as needed. Provides back-up Receptionist coverage at front desk.
Specifications
Education and Training: High school graduate or its equivalent. Associates degree preferred.
Experience: Requires at least one year of administrative and/or clerical assistance experience, with at least 1-2 years of electronic medical records experience. Licensure, Registry or Certification required: None
Knowledge, Skills, and Abilities: Able to follow instructions and pre-established guidelines to perform the functions of the job; Excellent internal and external customer service skills; Must possess efficient computer skills (including, but not limited to Microsoft Word, Excel, PowerPoint, Outlook, Electronic Health Records Systems and Databases for data entry and information retrieval); Standard office equipment operation; Establishes priorities and time management practices to handle workflow with frequent interruptions; Attention to detail; Flexible and able to work well with others; Must possess excellent written and verbal communication skills; Has knowledge of commonly-used concepts, practices, and procedures within the medical records field; Takes initiative and is reliable; Ability to represent the organization professionally; Able to read, write and speak English; Able to take meeting minutes for recordkeeping purposes.

With or without reasonable accommodations: Must be able to bend, stoop, stretch, stand and sit for extended periods; Possess sufficient manual dexterity to operate keyboard and other office equipment; Sit for majority of assigned work time; Ability to lift heavy packages/bundles of approximately 30 pounds.

Essential Job Functions

Medical Records
Maintains and retrieves participant files. Files all participant data upon receipt of information; initiates records for potential enrollees and creates computer index; prepares file labels; maintains filing statistics; audits filing sequence. Responds to requests for medical records; processes letters and reports; answers and directs telephone calls. Maintains spreadsheet of all records request. Distributes lab reports to physicians and materials to other departments; requests information from various departments; professionally responds to correspondence requests. With proper authorization may photocopy records and documents for billing and/or legal services; sends and receives information via scanner and/or facsimile machine. Keeps Supervisor informed of work-related problems and/or issues; monitors supplies needed and submits requests with Supervisor approval. Organizes and evaluates participant medical records. Serves as liaison to Capstone consulting services ensuring timely responses and completion of monitoring reports. Routinely monitors medical records for timely submission of documentation and communicates compliance issues with supervisors. Produces participant list for initial assessments and reassessments. Monitors authorizations for completeness and timeliness and reports outliers to appropriate supervisors. Obtains necessary documentation for annual recertification in NCTracks. Performs other duties as assigned

Clinical Administrative Assistant
Types, edits and appropriately disseminates morning meetings minutes, IDT team care plan updates. Types and edits correspondence, memoranda, special projects, and related material. Accurately maintains data and information in the electronic medical record and other database resources. Assists with report generation activities such as: gathering information, summarizing data, creating graphs and charts, and producing and distributing reports for Quality and Informatics Coordinator and the clinical team. Assists with the development and distribution of group meeting materials such as: agendas, presentations, follow-up materials, and meeting minutes. Provides timely, accurate and proper documentation to assist with invoice processing. Communicates supervisors instructions to various individuals and/or departments and obtains information from other internal and external parties. Organizes and maintains general files, binders, documents, etc. and follows up on pending matters in a timely manner. Performs other duties as assigned.

Front Desk Coverage:
Answers telephone, screens and directs calls. Takes and relays messages. Provides appropriate information to callers and/or routes them to appropriate personnel. Monitors the sign in and sign out process, which includes greeting individuals, directing individuals to the correct destination and monitoring participants in the lobby. Deals with queries from the public, participants and families. Ensures knowledge of staff movements in and out of the organization. General administrative and clerical support. Prepares letters and documents. Receives and sorts mail and deliveries. Schedules appointments and maintains appointments either manually or electronically. Schedules meetings as requested. Maintains a tidy reception area. Performs other duties as assigned.

Environmental Factors
None

Demonstrates knowledge of and supports PACE mission, vision, values, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.