Medical Records Retrieval Specialist - Cancer Center

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The Holden Comprehensive Cancer Center at the University of Iowa is seeking a Medical Records Retrieval Specialist that will play a crucial role in helping patients access the care they need. To ensure a patient’s first appointment is appropriately and efficiently so an effective treatment plan can be developed in advance, external records need to be obtained and compiled. Your primary responsibility will be to ensure that all necessary records are received prior to the patient’s first appointment.

This will include, but is not limited to, reviewing external referrals, contacting both internal and external providers, and serving as a liaison between the patient and the clinic.

The Medical Record Retrieval Specialist anticipates the needs of the patient and serves as a patient advocate. The Referral Specialist uses independent judgement in determining how to assist patient requests. Upholds the department’s best practices, quality, and professionalism standards and policies. Serves as a mentor, coach, role model, and service excellence ambassador for staff, co-workers, patients, and visitors. May complete special projects for the department.

They may attend clinic or department meetings to serve as a referral scheduling content expert. May perform other duties as assigned.

Duties To Include

• Responsible for communication with appropriate clinical department(s) to minimize delays in the referral process, including managing and monitoring triage/clinic approval hand-offs and ensuring appropriate medical records are requested and received.
• Ensure the right appointment prerequisites are completed and obtained. Gather all records of previous testing for new patient appointment by contacting referring provider’s office for referral form/notes/imaging and other records needed for triage.
• Act as a liaison between patients and internal and external healthcare providers to facilitate smooth and effective communication.
• Will include making outbound calls for records and monitoring the referral WQ and patient charts for records received.
• Maintain detailed and accurate records of all activities including patient information, status, and necessary follow-up actions within the referral.
• Provide exceptional customer service to external providers and patients.
• Assist patients with their teams needs, answer questions, and address concerns.
• Work collaboratively with a multidisciplinary team.
• Regularly attend departmental staff meetings.
• Serve as intermediary between patients and nursing personnel concerning scheduling status, coordinating necessary testing, and assessing medical needs to minimize delays that would negatively impact the patient and/or future scheduling
• Communicate records retrieval delays that may impact future scheduling with staff/supervisors.
• Collaborate with peers and co-workers to enhance the delivery of health care.
• Provide feedback to management on means to achieve goals and resolve service issues.
• Contribute ideas and seek ways to improve assigned processes.
• Serve as mentor, role model, and service excellence ambassador for staff, co-workers, patients, and visitors.
• Ensure all processes comply with UI Health Care regulations and policies.
• May perform other duties as assigned.