Health Information Management - Office Assistant

Description

Job Purpose

The Office Assistant will execute timely and efficient clerical support to the Health Information Management office staff and management.

Duties and Responsibilities

•   Receives incoming requests including opening mail, assisting walk-ins, telephone inquiries, retrieving facsimile inquiries and emailing request notifications, as well as other administrative duties.
• Photocopying, scanning and or uploading documents into various document and/or EMR systems.
• Receiving, sorting and distributing mail.
• Coordinates with hospital departments to include their records, as needed.
• Coordinates timely acquisition and release of requested information, including requests for medical appointments, court dates, etc. 
• All patient authorizations are reviewed to determine that the appropriate authorization and consents are received to release medical information. Return letters are sent when authorizations are incomplete or noncompliant or if records are not available as requested. 
• Prints on-line patient care documentation. Documentation is printed from the appropriate system containing  needed information. 
• Date stamps all requests and highlights pertinent data to facilitate processing.
• Walk-in requestors are assisted immediately. Authorization are validated and prioritized with mail received. Exceptions are processed according to department procedure. Requestors are referred to other hospital departments as necessary.      
• Notifies all physicians of legal requests for information on their patients. Physicians are notified according to procedure. 
• Act as primary recipient of subpoenas for the HIM Department. Coordinates the release of information  with all parties. 
• Act as primary identify staff member for the HIM department. Complete any and all merge and known duplicate accounts or as shown in the workqueues.
• Processing, researching and correcting “Bad Mail” in client system(s)
• Completing Medical and Billing Record Requests
• Maintaining filing systems
• Maintain a professional attitude
• All other duties as directed by Manager
• Use, protect and disclose patients’ protected health information (PHI) only in accordance with Health Insurance Portability and Accountability Act (HIPAA) standards

Requirements

Qualifications

• High school diploma or equivalent required
• Ability to work on-site is required
• 1 year Customer Service experience required
• 1 year Healthcare Medical Records experience preferred
• 1 year Medical Records Analysis experience preferred
• Bilingual-Spanish speaking preferred 
• Knowledge of healthcare administration preferred
• Knowledge of EMR systems is a plus
• Proficiency in MS Office applications such as Word, Excel, Power Point and Outlook
• Proficient in use of phone, email and internet
• Strong written, verbal and interpersonal communication skills
• Strong organizational and time management skills
• Knowledge of office management systems and procedures
• Knowledge of administrative procedures

Key Competencies

• Data management
• Attention to detail and accuracy
• Problem-solving
• Adaptability
• Customer service orientation
• Team work
• Confidentiality

Working Conditions

• Physical Demands: While performing the duties of this job, the employee is occasionally required to move around the work area; Sit; perform manual tasks; operate tools and other office equipment such as computer, computer peripherals and telephones; extend arms; kneel; talk and hear. 
• Mental Demands: The employee must be able to follow directions, collaborate with others, and handle stress.
• Work Environment: The noise level in the work environment is usually minimal.

Med-Metrix will not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, veteran status, other non-merit based factors, or any other characteristic protected by federal, state or local law.