Medical Records Specialist - SD PACE Kearny Mesa

Position Summary:

The PACE HIS Specialist will uphold the integrity and consistency of standard work for the department by following the established policies and procedures, regulatory standards, core values, departmental goals, and objectives. Ability to perform all functions, including but not limited to sorting, scanning, uploading documents, obtaining records, monitoring, and maintenance of workflows, maintaining reporting for Quality Improvement Measures, monitoring incoming faxes and emails, assisting others with education and guidance, processing the incoming and outgoing release of information requests, and providing positive customer service experiences. This position requires working days, evenings, and/or weekends, and covering any San Diego PACE facilities according to the departmental operation needs.
• This position may need to Travel to any other designated San Diego PACE facility location to assist the HIS team in staff coverage and/or working on HIS workflow processes, backlogs, projects, apply job aids, abide by policies & procedures, and provide excellent customer service experiences.

Essential Functions of the Job:
• Responsible for sorting, scanning, and filing all patient health information records including but not limited to lab reports, correspondence, referrals, consultations, hospital reports, loose documents, etc., incoming reports (i.e., hospital reports, labs, X-rays, correspondence, consultations, referrals, etc.) into the EHR in accordance with established policy and procedure for completion.
• Examine medical records for completeness, consistency, and compliance with Joint Commission on Accreditation of Healthcare (JCAHO) standards. Discern discrepancies or deficiencies and prepare written notifications for corrective action concerning patient records.
• Develop various statistical reports to assist health service operations.
• Responsible for processing any patient and/or personal legal representative written informed consent forms.
• Performs timely requests to the Specialist Provider’s offices for obtaining the completed Consultation reports that San Diego PACE participants attended.
• Coordinates the preparation, review and processing of forms, consent authorizations and written documentation timely including Subpoena logs, as required by HIS Department, Federal and State regulations, and as applicable by law.
• Monitors and Follows-up with any patient, Provider, attorney, continuity of care provider, insurance company, Disability, quality audit requester, Specialist, hospital, etc., in obtaining and/or releasing any requested medical record information.
• Maintains the documentation for the Patient Health Information (PHI) Log, as required by HIS Department, Federal and State regulations, and as applicable by law.
• Ensures that all lab reports, correspondence, referrals, etc., are sent out in a timely manner to the Satellite Clinics, when appropriate.
• Works in collaboration with other clinical care Providers and the HIS team for positive customer service, and aiding any other HIS areas, as needed for smooth operations.
• Ability to proficiently maneuver through all electronic applications used for job operations.
• Performs any other job-related duties as needed, assigned and/or as requested.
• Adheres to SYHealth/SD PACE and HIS Department’s policies and best practices, ensuring staff compliance, attendance, and punctuality.
• Report any known or suspected unauthorized attempt to access the facility’s information system.
• Assume the administrative authority, responsibility, and accountability of performing the assigned duties of this position.
• File active and inactive records in accordance with established policies.
• Agree not to disclose assigned user ID code and password for accessing information and promptly report suspected or known violations of such disclosure to the Administrator.
• Pick up and deliver medical records from clinical coordinator, nurses’ stations, and other designated areas as necessary.
• Answer telephone and email inquiries concerning medical records functions. Prepare written correspondence as necessary.
• Retrieve medical records when requested by authorized personnel (i.e., physicians, nurses, government agencies and personnel, etc.)
• Receive and follow work schedule/instructions from your supervisor as outlined in our established policies and procedures.
• Assist in organizing, planning, and directing the medical records department in accordance with established policies and procedures.
• Attend all mandatory meetings and maintain minutes of meetings. File as necessary.
• Retrieve and index participant records (manually/electronically).
• Collect, assemble, check, and file participant charts as required.
• Ensure incomplete r