Medical Records Specialist (Full time, Morrisville, NC based)

The Medical Records Specialist assists with the management and maintenance of the medical and administrative records of Alliance Health. The employee also ensures the records are maintained according to laws and regulations and the organization's policies and procedures. This position is also responsible for keeping medical and administrative record information confidential and protected from loss or destruction.

This position will allow hybrid work 1-2 days per week following successful completion of a 6-month probationary period. 

Responsibilities & Duties

Process Release of Information Requests

• Process medical and administrative record release of information requests, subpoenas, and court orders within required timeframes (within 30 days or as specified on subpoena and/or court order)
• Respond to phone calls, emails and fax requests from members, Disability Determination Services, attorneys, providers and others on a daily basis and within appropriate timeframes
• Must have a detailed working knowledge and ensure all requests are responded to in accordance with state and federal rules and regulations regarding confidentiality, HIPAA, and Part 2 and Alliance policies and procedures
• Process and document Public Record requests

Prevent Records Breaches and Unauthorized Uses

• Protect medical and administrative records from breach of confidentiality and/or unauthorized use

Record Retention and Destruction

• Utilize approved retention schedules and determine length of time medical, administrative, and business records must be maintained
• Search for other records to ensure that all records for each member have been destroyed
• Log records that have met their retention timeframe using the approved destruction log
• Destroy records in accordance with Alliance policies, procedures, and state statutes
• Audit scanned records to ensure complete and accurate copies before destruction 

Assist with Provider Medical Records

• Assist with taking possession of medical, business, and operational records abandoned by providers
• Develop a plan for taking possession of provider records, logging records and retention plans received by providers in the Network
• Draft and mail letters and notifications to providers who have left the Network
• Track and log such letters, notifications, and record locations

Maintain Records Tracking Systems

• Maintain accurate administrative records and tracking systems to review documentation and ensure compliance
• Accurate data entry of member information

Assist with Internal Trainings and Technical Assistance Related to Records

• Provide training and technical assistance to organization’s employees related to medical and administrative records and releases of information
• Other duties as assigned related to the processing, maintenance, and management of medical and administrative records and member information

Record Maintenance 

• Ensure accurate records by removing inaccurate documents and duplicates
• Adding addendums when required due to documentation being in the wrong record

Jiva Member Portal

• Provide members and legally responsible parties with username and password to the Member Portal once identity and the right to access has been verified
• Maintain database of usernames
• Reset passwords upon request
• Troubleshoot simple issues with logging in and/or passwords
• Ensuring employees provide information within required timeframe

TigerConnect Texting Platform

• Review consent forms upon receipt
• Update member’s record in Jiva and upload approved consent form into Jiva file
• Add member to TigerConnect system upon approval
• Notify Alliance employee working with member/recipient/guardian when consent has been uploaded to Jiva and member has been added to TigerConnect
• Run report in Jiva to update any Do Not Text replies in Jiva.

Special Projects

• Assist throughout Organization with special projects
• Other duties as assigned

Travel 

• Travel between Alliance offices, attending meetings on behalf of Alliance, participating in Alliance sponsored events, etc may be required
• Travel to meet with members, providers, stakeholders, attend court hearings etc. is required

Knowledge, Skills, & Abilities

• Knowledge of laws and regulations regarding the confidentiality of medical records
• Knowledge of principles and practices of medical records, confidentiality, and HIPAA
• Knowledge of office management techniques
• Excellent Communication