Medical Records Specialist

Description

ORGANIZATIONAL UNIT: Health Services Department: Medical Records

SUPERVISOR:  Medical Records Director

FLSA: Non-Exempt

SALARY RANGE: $17.00-$20.00

CPN Health Services personnel may be assigned to provide services to patients of all ages including but not limited to Indian Children and will require a criminal history background screening.

ALL FULL TIME POSITIONS:     In addition to your pay, your salary also includes Medical, Dental and Vision Insurance. The Biweekly deduction from employee paycheck is $40.00 for Employee Only, $95.00 Employee plus Children, $120.00 Employee plus Spouse, and $140.00 Employee plus family.  

JOB SUMMARY: ROI Clerk: Responsible for all release of information, mail, and logs. Assists the Medical Records Director in all aspects of maintaining medical records for the clinic. Scanning Clerk: Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction and transfer of health and administrative information. Medical Records Clerk: Responsible for all aspects of maintaining medical records for the West Clinic.

ROI ESSENTIAL DUTIES:

· Responsible for all incoming and outgoing release of information.

· Continuously observe fax machine for incoming records.

· Log both incoming and outgoing records via mail or fax.

· Run charts to the appropriate departments.

· Files/scans diagnostic test results in patient charts and other chart filing.

· Files patient charts until fully paperless. 

· To fill in when needed in all medical records positions.

· Prepares copies of patient records for patient pick up.

· Controls information arriving and leaving the Medical Record Department.

· Knowledge and ability to process requests for health/administrative information presented in person, by mail, fax, telephone or e-mail.

· Knowledge and ability to process a request for fax and PC fax is necessary

· Knowledge with personal computer applications as well as numerous VISTA and RPMS applications. 

· Responsible for pulling and retrieving medical records for other indirect patient care activities; i.e. research, quality management, external peer reviews, utilization reviews, etc. 

SCANNING CLERK DUTIES

The purpose of this position is to maintain accessible records and provide efficient service for direct and indirect patient care. The incumbent manages the receipt and scanning of documents external to the clinic such as from physician offices, community based outpatient clinics, laboratories, and imaging facilities. Service provided could affect and determine the reliability and accuracy of the type of medical care given to patients. Scanning Clerk is aware of and follows all policies related to document scanning. 

In performance of official duties, scanning clerk has regular access to printed and electronic files containing sensitive data which must be protected under applicable confidentiality laws, Federal laws and policies. Clerk is responsible for protecting data from unauthorized release or from loss, alteration or unauthorized deletion and following applicable regulations and instructions regarding access to computerized files, release of access codes, as stated in the computer access agreement which clerk signs. 

• Ensure that all necessary health/administrative information is integrated into RPMS through PC scanning hardware and software.
• Index scanning information using PC/RPMS applications.
• After scanning and indexing process is complete, confirm information interchange by communicating with clinical and administrative team members.
• After all information is received and properly indexed, will ensure all volumes are mailed to the originating location or other health facility and that transfer forms, mailing labels and maintenance logs are properly completed.
• When a transfer request is received, determine the urgency of the request. If the request is urgent, will upload the necessary information and fax to the receiving facility. If the request is routine, will print from EHR all necessary information and mail to the receiving facility.
• Will maintain a record request database. Will conduct follow-up activities which require tact and  persistence when information isn’t received in a timely manner.

ADDITIONAL DUTIES:

· Perform other duties and projects as required by management.

KNOWLEDGE, SKILLS, AND ABILITIES:

· The ability to communicate well with patients, providers, and other staff.

· Must be self-motivated.

· The ability to handle multi-tasks.

· Good communication skills.