Medical Records Specialist

Job Summary: The Medical Records Specialist will be responsible to organize and store medical information such as the patients demographics and treatment information together in one place for easy retrieval later. This person will ensure that medical information requests are fulfilled timely and accurately, observing HIPAA rules and regulations. This person must prioritize tasks and use space and time efficiently. The person in this position must be able to think critically and logically. This person must be well organized and pay attention to detail as his/her role will allow medical staff to access all the information that they need quickly and easily to determine treatment. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. This is a position of trust.

Communication: Good oral and written communication skills are required for this position. Information must be exchanged using tact and persuasion appropriately. The person in this position must be able to communicate with the clients, staff, and others; and contribute to a positive environment. The ability to communicate in Spanish, Creole, or both is a plus.

Key Responsibilities:

1. Maintains professional behavior, and attitude towards patients, visitors, and coworkers.
2. Requests medical records from other providers and tracks to ensure that records are received in a timely manner.
3. Assist with coordinating the release of medical information to insurance companies, lawyers, state and federal agencies.
4. Assist with processing of subpoenas and court orders.
5. Reviews incoming medical records requests for completeness, including signed release of information according to applicable state and/or federal statutes.
6. Processes medical record requests by providing faxed or mailed copies to patients and other physicians or institutions as per HIPAA regulations and patient and/or guardian authorization.
7. Documents medical information requests and progress in the EHR.
8. Keeps health care providers informed by communicating availability or unavailability of the record.
9. Appropriately and accurately pulls records for patient care, quality review, and audits in a timely manner and as directed.
10. Scans and indexes medical records to the appropriate patients EHR.
11. Prepares invoices to submit with the medical record requests and to send a copy to the Finance Department. Works with the Finance Department to identify and resend unpaid invoices.
12. Adheres to HIPAA Compliance and Safety Measures, securing patient information and confidentiality at all times.
13. Cross trains as a Medical Office Assistant to provide coverage as needed.
14. Performs other duties and responsibilities as assigned.
15. May occasionally need to travel from one clinic to another for coverage.

Education & Training:

1. High School Diploma or GED required.
2. HIPAA knowledge is required.
3. Medical terminology knowledge is preferred.

Experience:

1. Working knowledge of standard office administrative practices and procedures.
2. Moderate level of computer skills including EMR (Electronic Medical Record), basic office applications including Outlook, Word, Excel and use of the internet.
3. Customer service experience; preferably in healthcare related environment.
4. Knowledge of managed care is required.

Physical Requirements:

1. WFHC requires all employees, volunteers and contracted individuals working full or part time at any of our facilities to receive the COVID-19 vaccination.
2. Level 2 background clearance required.
3. Must have all necessary vaccinations, a PPD Test is done once upon hired.