Data Entry & Medical Records Specialist

Arizona Department of Administration • Phoenix, AZ

1d • Onsite

About The Position

This position reports to the Medical Records Manager and is responsible for
transferring data from paper formats into computer files or database systems.
The transfer of data happens manually or using AHCCCS Optical Character
Recognition (OCR) claim system. They type and verify all claim information as
submitted by the provider to ensure timely claim processing.

This position is responsible for processing claims that are pended and have to
be adjudicated per agency policies and procedures. The position requests medical
documentation from providers, looks for consent forms, reviews the history for
duplicates or duplicate payments, ensures the system is appropriately processing
claims, and identifies inappropriate billing patterns, when are then reported to
our audit unit or to the agency's Fraud Unit for review. The position looks for
third party liability, and ensures that the documentation needed is included
with submissions. The position reprocesses Prior Authorization claims,
supplements and links documentation, and recoups and voids claims. This position
is also responsible for multiple special projects related to claims processing
and adjudication.

This position also performs statewide research in systems regarding records.
Turning paper documents into a digital copy using scanning equipment. Duties
typically include managing and storing files on a computer, raising concerns and
issues with the scanning equipment to technicians, and inspecting the quality of
output regularly. Daily task assignments are based on immediate business needs.

Requirements

• AHCCCS Programs & Eligibility Groups
• Administrative Rules and Regulations and AHCCCS Policies and Procedures
• Auditing and analysis procedures to determine compliance with AHCCCS requirements
• Medical terminology, CPT codes, ICD-9 codes, HCPCS codes and CDT codes
• Third party liability laws as apply to State and Federal programs Principles of medical pricing (i.e., DME equipment, drugs, multiple surgical procedures)
• Digital-Imaging system and procedures
• Inputting Medical/Dental documents to be into the system
• Document sorting, batching, routing, and coding practices/procedures/guidelines
• Thorough knowledge of all aspects of claims processing
• PMMIS and Docuware
• Windows and/or Optical Character Recognition (OCR) environment
• Basic mathematics and statistical analysis
• Computer skills: operating keyboard, ten-key calculator
• Accuracy and speed
• Intermediate computer skills
• Oral and written communication
• Interpret rules and regulations, policies and procedures
• Analyze reports
• Professional interpersonal relationships
• Analyze problems and develop action plans for correction
• Quality assurance skills to ensure effectiveness of final product
• Microsoft windows (Excel and Word) or comparable software
• Operate and run a scanner
• Determine a pattern or inappropriate billing, which may indicate fraud
• Analyze system issues, elevating concerns to management
• Know when to report problems/issues in adjudication and when to proceed on their own
• Maintain a predetermined production level
• Provide technical training as required
• Work in a fast paced environment independently and as a team
• Communicate effectively verbally and in writing
• Speed and accuracy to meet performance measurements
• Learn and closely follow established policies, procedures and guidelines
• Prioritize projects and have the ability to change priorities based on teams needs
• One year experience in insurance processing or computer experience.
• Successfully pass fingerprint background check, prior employment verifications and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.

Nice To Haves

• Experience working in adjudication and working knowledge of medical coding.
• Proficient in Microsoft Office and above average WPM typing skills.

Responsibilities

• Accurately input a high volume of data from multiple sources into a database, ensuring that all necessary data is being entered as submitted by the provider. Entering data by a manual process and /or correcting fields and completing missing key fields in an Optical Character Recognition (OCR) system.
• Entry and transcribing from paper formats into computer files of medical claims, form types CMS 1500s, UB04s, and ADA Dental Forms while meeting established quality and production standards.
• Processes claims that are pended (adjudicates); including requests medical documentation from providers, looks for consent forms, EOBs and Third Party Liability, reviews the history for duplicates or duplicate payments, identifies inappropriate billing patterns and forwards to appropriate unit, ensures medical documentation is included with submissions, supplements and links documentation, recoups and voids claims.
• Ensure the system is appropriately processing claims, identifies problems/issues and notifies appropriate parties for resolution, identifies inappropriate billing patterns which are then reported to the Audit Unit or to the Agency's Fraud Unit for review. Verifies eligibility of claims, using agency's policies and procedures, coordinates claims that have Third Party Liability. Re-processes Prior Authorization Claims.
• System routing and processing of incoming RightFax documents for Prior Authorization and Claims gatekeeper in accordance with established guidelines to ensure accurate routing.
• Reviews and links scanned, faxed and on-line supplemental documents to the appropriate claim using agency systems. Re-routing of unprocessed mail to appropriate destination and writes, types, or enters information into computer via MS Word, MS Excel or other departmental systems, using keyboard, to prepare documents or reports.
• Functions also includes pulling up the image of the claim, verifying the documentation attached for Medicare Explanation of Benefits (EOBs), and third party liability, verifying key fields on the claim.
• Lifts, opens, sorts, batches by claim type into predetermined batch size and prepares various forms for scanning by removing staples, paper clips, etc. and repairing documents as needed.
• Scans documents transcribing from paper formats into computer files. Verifies data to ensure accuracy while appropriately formatting, making adjustments for paper size/weight, color of ink, paper color, etc., to ensure acceptable image quality, and maintaining an even work flow. Responsible for logging document numbers automatically assigned during scanning for future retrieval.
• Files original scanned document images in accordance with established guidelines to ensure accurate filing and facilitate timely retrieval of information. Ensures quality control by reviewing scanned rejected documents to identify/rescan poor quality document images to make sure all images entered into the system meet established quality standards and resolves inconsistencies.

Benefits

• 10 paid holidays per year
• Paid Vacation and Sick time off (13 and 12 days per year respectively) - start earning it your 1st day (prorated for part-time employees)
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
• Other Leaves - Bereavement, civic duty, and military.
• A top-ranked retirement program with lifetime pension benefits
• A robust and affordable insurance plan, including medical, dental, life, and disability insurance
• Participation eligibility in the Public Service Loan Forgiveness Program (must meet qualifications)
• RideShare and Public Transit Subsidy
• A variety of learning and career development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees