Clerical Specialist - Vital Records (Health Services)

Shelby County Government•Memphis, TN

10d

About The Position

Works under the supervision of the Medical Records Manager/Vital Records to process confidential patient medical record requests from authorized parties in a secure, accurate, and timely manner, in compliance with Shelby County policies and applicable federal and state laws, including HIPAA. This position involves performing Health Information Management (HIM) functions, including retrieving, maintaining, and processing medical records. It requires reviewing and verifying the validity and completeness of authorizations and requests, processing medical record requests accurately and within established turnaround times, and scanning, indexing, and maintaining medical records. The role also includes conducting audits for documentation compliance, identifying and escalating system or process issues, ensuring compliance with HIPAA and other relevant laws, providing HIPAA training, and offering professional customer service as a resource for medical records and HIM-related inquiries.

Requirements

Two (2) years of experience in health information management
Associate’s degree from an accredited college or university in public health, health administration, health information management, or a closely related field; OR An equivalent combination of related education and/or experience.
Must possess a current certification from the American Health Information Management Association (AHIMA).
Must possess a Notary Public designation or obtain within six (6) months of employment.
Must be able to work at multiple locations, as required.
Must be able to type 25 words per minute.
Must maintain all required licenses, certifications, and training credentials throughout the duration of employment.
Knowledge of medical records and the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
Knowledge of administrative and clerical procedures.
Ability to communicate effectively with diverse populations, including individuals with limited English proficiency.
Ability to prepare reports, present information, and respond to sensitive inquiries.
Ability to maintain confidentiality and comply with applicable policies and regulations.
Ability to prioritize tasks, meet deadlines, and adapt to changing operational needs.
Possess strong analytical, critical thinking, and problem-solving skills.
Proficient in the use of the Electronic Health Records (EHR) platforms.
Proficient in Microsoft Office (Word and Excel) and other County software applications.

Nice To Haves

Registered Health Information Technician (RHIT) credential is preferred.

Responsibilities

Performs Health Information Management (HIM) functions, including retrieving, maintaining, and processing medical records.
Reviews and verifies the validity and completeness of authorizations and requests from patients, providers, insurers, and legal entities.
Processes medical record requests accurately and within established turnaround times.
Scans, indexes, and maintains medical records in accordance with established procedures.
Conducts audits to ensure documentation compliance; reports findings and follows up on deficiencies.
Identifies and escalates system or process issues to the Medical Records Manager for resolution.
Ensures compliance with HIPAA, state laws, and organizational confidentiality policies.
Provides HIPAA training for all employees and new hires.
Provides professional customer service and serves as a resource for medical records and HIM-related inquiries.
Performs other related duties as required or directed.