Medical Records Specialist (66222)

Department: Patient Access

Position:  Specialist, Medical Records

Employee Category:  Non-Exempt

Reporting Relationship:  Patient Access Administrator

Character Qualities:

• Availability – Making my schedule and priorities secondary to the needs of those I serve.
• Flexibility – Willingness to change plans or ideas without getting upset.
• Thoroughness – Knowing what factors will diminish the effectiveness of my work or words, if neglected
• Dependability – Fulfilling what I consented to do, even if it means unexpected sacrifice.

Summary of Duties and Responsibilities:

Performs duties, under direction of Patient Access Administrator, with support by the Medical Records Coordinator, in processing Medical Records documents.  Accurately scan and index medical records to the appropriate chart from the fax queue. Utilizes Smartfiler effectively in processing Medical Records.  Maintains patient medical records in a neat and orderly manner. Maintains confidentiality of patient information at all times. Takes calls from patients and professionals and provides support as needed or medical records requested.

Primary Duties and Responsibilities: 

1. Maintains and processes medical records, in accordance with established procedures, using electronic medical record system (EPIC).
2. Locates medical records for Providers and/or other staff as requested.
3. Maintain a good working relationship within the department and other departments.
4. Assists in referral loop closure steps from incoming documents by ensuring consult notes are attached to referral orders and closed.
5. Comfortable with Care Everywhere and accessing records through this application.
6. Answers requests by patients over the phone and assists them with information requested.
7. Meets Medical Records department expectations and goals.
8. Attends job related training or seminars.
9. Follows HIPPA guidelines and Variety Care privacy policy and procedures at all times.
10. Follows proper procedure for selecting, processing, and re-filing medical record and files medical correspondence (fax, letters, etc.) into appropriate chart.