Medical Records Specialist

Description

The primary responsibilities for this position are to facilitate effective customer service and efficient handling of medical records, data entry, and/or registration of individuals. This position shall respond promptly to all requests for individual services and information and manages the daily flow of customers scheduled for appointments.

• A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by the supervisor.

• Receives, screens, and routes incoming calls.
• Assists staff with customer service/medical records/access questions and concerns.
• Provides information regarding services offered by Northpointe.
• Creates and maintains ELMER appointment schedules for providers and clinicians as requested.
• Collects and receipts service recipient payments.
• Distributes and replenishes petty cash account for clinic office.
• Daily retrieval/printing of crisis reports from after-hours crisis service.
• Monitoring of office machines for faxes.
• Copies correspondence and other printed materials as requested by staff.
• Works with North Care Centralized Access Department to ensure smooth screening and registration of new individuals determined eligible for services.
• Coordinates and blocks intake appointment times weekly.
• Monitors appointments in ELMER.
• Completes the insurance eligibility and obtains insurance cards at each appointment.
• Contacts the insurance company to verify benefits for private insurance.
• Mails confirmation of appointment letters and necessary forms for individual to complete prior to appointment.
• Completes face‑to‑face intake paperwork, data entry, and individual registration of financial and demographic information for state reporting, explains the fee schedule and reviews benefit level from insurance company,
• Scans and E‑file current individual data for all programs in ELMER per the Regional Medical Records E‑filing Guide.
• Monitors electronic medical records queue to distribute clinical documents as requested, within 48 hours via fax or mail, after verifying consent to share behavioral health information.
• Documents disclosure of information on log when not electronically captured.
• Completes electronic annual paperwork updates.
• Monitors case transfers between sites and case closures.
• Responsible for maintaining medical records/access/customer service departments in an organized fashion.
• Organizes, retains, and disposes of the medical records per Northpointe’s Retention policy.

If assigned transcription duties:

• Completes word processing and transcription of psychiatric clinical documents from audio dictation and occasionally handwritten form, if indicated.
• Creates computerized folders for each practitioner and downloads digital information.
• Ensures dictation is typed and returned to originator in a timely manner, generally within 48 hours.
• Creates/monitors SALs (Service Activity Log) on psychiatric documents.

• This position will actively support the mission, vision, and values of the agency.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school graduate with training in business practices to include typing, filing, word processing, computer knowledge, telephone…