Medical Records Technician

This position is a covered position as defined in the Coquille Indian Tribe Chapter 185 Child Protection Ordinance. Candidate must pass a pre-employment drug screen, Criminal, and Character Background Check.

JOB SUMMARY OF MAJOR FUNCTIONS Under the general supervision of the Clinical Services Administrator, the Medical Records Technician coordinates and maintains Ko-Kwel Wellness Center medical records to support accurate, timely, confidential, and efficient access to patient health information. This position manages medical records across paper and electronic systems, processes requests for health information, supports electronic health record workflows, and assists with front-office functions and patient services as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES Greets and directs patients, visitors, and other individuals in a welcoming, courteous, and professional manner. Assists with questions and needs or connects individuals with the appropriate staff member for assistance.

Answers telephone calls in a timely and professional manner and uses sound judgment to appropriately prioritize and route calls. Provides effective customer service by seeking permission before placing callers on hold and conducting warm transfers when appropriate.

Manages, processes, and maintains the accuracy and integrity of patient medical records across paper and electronic systems, including EPIC, OnBase, Solarity, Paper Stream, and other applicable systems. Serves as a primary resource for medical records workflows, including troubleshooting issues, coordinating resolution of system or workflow concerns, managing support requests and tickets, and helping ensure accurate and timely access to patient information.

Receives and processes faxed and electronic requests, including pharmacy-related inquiries. Routes information to the appropriate EHR provider queue or care team and communicates time-sensitive concerns or issues to providers as appropriate.

Scans, uploads, indexes, and files electronic, paper, and disc-based correspondence and medical documentation in the appropriate location within Epic or other applicable electronic health record systems.

Coordinates and processes authorized requests for medical records and protected health information in accordance with HIPAA requirements, clinic policies and procedures, and applicable confidentiality agreements when accessing external healthcare systems.

Processes outgoing correspondence in a timely manner and accurately documents activity in the EHR. Correspondence may include laboratory letters, patient care plans, follow-up information, and other provider-directed communication to patients.

Responds to telephone inquiries regarding medical records in a timely, courteous, and professional manner while maintaining patient privacy and confidentiality.

Reviews patient medical records as required to support compliance with established medical records retention policies and procedures.

Maintains assigned patient recall processes, monitors outstanding recalls, and notifies practitioners of patients requiring appointments or follow-up.

Processes laboratory follow-up letters and tracks completion within the EHR.Provides coverage for Medical Receptionist duties in accordance with established Standard Operating Procedures, as needed.

Maintains professional conduct and appearance consistent with organizational expectations and responsibilities of the position.

Maintains the organization, security, accuracy, and confidentiality of patient medical records in accordance with applicable requirements, policies, and procedures.

Performs other duties as assigned.

The above statements reflect the general duties considered necessary to describe the principal functions of the position and…