Medical Records Specialist

• Employee Type Non Exempt FT

Job Title: Medical Records Specialist

Supervisor: Director of Clinical Services

Positions Supervised: None

FLSA Status: Non-exempt Full-time

Job Summary

Maintains medical records according to agency policies and procedures. Provides administrative assistance to the Director of Clinical Services, clinical team and others as needed. Provides back-up Receptionist coverage at front desk.

Requirements

Education and Training: High school graduate or its equivalent. Associates degree preferred.

Experience: Requires at least one year of administrative and/or clerical assistance experience, with at least 1-2 years of electronic medical records experience.
Licensure, Registry or Certification required: None

Knowledge, Skills, and Abilities: Able to follow instructions and pre-established guidelines to perform the functions of the job;
Excellent internal and external customer service skills;
Must possess efficient computer skills (including, but not limited to Microsoft Word, Excel, PowerPoint, Outlook, Electronic Health Records Systems and Databases for data entry and information retrieval);
Standard office equipment operation;
Establishes priorities and time management practices to handle workflow with frequent interruptions;
Attention to detail;
Flexible and able to work well with others;
Must possess excellent written and verbal communication skills;
Has knowledge of commonly-used concepts, practices, and procedures within the medical records field;
Takes initiative and is reliable;
Ability to represent the organization professionally;
Able to read, write and speak English;
Able to take meeting minutes for recordkeeping purposes.

With or without reasonable accommodations: Must be able to bend, stoop, stretch, stand and sit for extended periods;
Possess sufficient manual dexterity to operate keyboard and other office equipment;
Sit for majority of assigned work time;
Ability to lift heavy packages/bundles of approximately 30 pounds.

Summary

Essential Job Functions

• Maintains and retrieves participant files. Files all participant data upon receipt of information; initiates records for potential enrollees and creates computer index; prepares file labels; maintains filing statistics; audits filing sequence.
• Responds to requests for medical records; processes letters and reports; answers and directs telephone calls. Maintains spreadsheet of all records request.
• Distributes lab reports to physicians and materials to other departments; requests information from various departments; professionally responds to correspondence requests.
• With proper authorization may photocopy records and documents for billing and/or legal services; sends and receives information via scanner and/or facsimile machine.
• Keeps Supervisor informed of work-related problems and/or issues; monitors supplies needed and submits requests with Supervisor approval.
• Organizes and evaluates participant medical records.
• Serves as liaison to Capstone consulting services ensuring timely responses and completion of monitoring reports.
• Routinely monitors medical records for timely submission of documentation and communicates compliance issues with supervisors.
• Produces participant list for initial assessments and reassessments.
• Monitors authorizations for completeness and timeliness and reports outliers to appropriate supervisors.
• Obtains necessary documentation for annual recertification in NCTracks.
• Performs other duties as assigned

• Types, edits and appropriately disseminates morning meetings minutes, IDT team care plan updates.
• Types and edits correspondence, memoranda, special projects, and related material.
• Accurately maintains data and information in the…