Medical Records Clerk/Scheduler

LIFE PACE•Tulsa, OK

About The Position

POSITION SUMMARY: Monday-Friday 8:00am-5:00pm The Medical Records Clerk will involve scanning documents, updating the electronic health record, requesting records from specialists and hospitals, uploading documents into the electronic medical record and responding to release of information (ROI) requests. As part of this role, you will ensure compliance with state and federal regulations, including HIPAA guidelines. PRINCIPAL DUTIES AND RESPONSIBILITIES: The following represents the majority of the duties performed by the position, but is not meant to be all-inclusive nor prevent other duties from being assigned as needed. Maintains a single comprehensive medical record for each participant enrolled in the LIFE PACE program. Participant medical records should be complete, accurate, easily retrievable, systematically organized, and available to staff and participants when requested. Scans, uploads, and correctly labels, and files assigned documents into the electronic health records (EHR) system in a timely manner. Ensures data and information is accurate and complete (for name, spelling, signatures, dates, etc.) according to medical record documentation standards. Ensure records are placed in the correct participant’s chart. Process order notifications as assigned. Actively seeks to obtain medical records as assigned. Update applicable logs on a regular basis. Maintains an organized, clean, and orderly work station and ensures all medical records are securely protected according to standards and regulations. Maintain strict confidentiality of all participant information. Verifies a signed release is on file permitting disclosure of personal information as appropriate. Obtain signatures for changes in authorizations to release protected health information. Process requests for medical records. Provides for the prompt transfer of copies of appropriate medical record information between treatment facilities to ensure continuity of care. Maintains knowledge of EHR software as it relates to the Medical Record. Monitors all active participant records to ensure accuracy and compliance. Makes corrections as necessary. Performs chart audits as required. Coordinates with other team members and disciplines to maintain an accurate and complete medical record; provides guidance as required. Attends and participates in morning meetings, staff meetings, in-services and projects and committees as assigned. Participates in special projects and performs additional duties as required or assigned. Brings participant requests for additional services to an IDT member as soon as possible upon request. Adheres to and supports the organization’s policies, practices and procedures. Accepts assigned duties in a cooperative manner and performs all other related duties as assigned by Supervisor.

Requirements

Certification in Health Information Management (HIM) preferred.
High School diploma or equivalent required.
A minimum of one-year experience working with the elderly population preferred.
Must have basic computer, 10 key, and typing skills, knowledge of Excel, Microsoft Word, scanning and e-mailing, and a knowledge of office equipment operating and user maintenance procedures, including but not limited to phone system, photocopiers, fax machine, postage meter, etc.
Demonstrates a thorough understanding of HIPAA/HITECH laws and the related policies and procedures within the program.
Attends and successfully completes mandatory HIPAA/HITECH training as required.
Knowledge of medical terminology required.
Knowledge of medical records retention requirements; knowledge of State and Federal requirements for health information management.
Must have the ability to give attention to small details, ensure completeness and accuracy of all work performed, and to be able to do so in a timely manner.
Ability to work under pressure to meet deadline, handle several tasks simultaneously.
Ability to follow directions and work independently with minimal supervision.
Must have excellent communication skills, be able to cope with mental and emotional stress related to the position, have flexibility and personal integrity.
Employee must demonstrate on an ongoing basis the ability to develop and maintain good working relationships with co-workers and department heads.
Works as a team player to meet common goals of the department.
Assists in the continuous quality improvement process.

Nice To Haves

Certification in Health Information Management (HIM) preferred.
A minimum of one-year experience working with the elderly population preferred.

Responsibilities

Maintains a single comprehensive medical record for each participant enrolled in the LIFE PACE program.
Participant medical records should be complete, accurate, easily retrievable, systematically organized, and available to staff and participants when requested.
Scans, uploads, and correctly labels, and files assigned documents into the electronic health records (EHR) system in a timely manner.
Ensures data and information is accurate and complete (for name, spelling, signatures, dates, etc.) according to medical record documentation standards.
Ensure records are placed in the correct participant’s chart.
Process order notifications as assigned.
Actively seeks to obtain medical records as assigned.
Update applicable logs on a regular basis.
Maintains an organized, clean, and orderly work station and ensures all medical records are securely protected according to standards and regulations.
Maintain strict confidentiality of all participant information.
Verifies a signed release is on file permitting disclosure of personal information as appropriate.
Obtain signatures for changes in authorizations to release protected health information.
Process requests for medical records.
Provides for the prompt transfer of copies of appropriate medical record information between treatment facilities to ensure continuity of care.
Maintains knowledge of EHR software as it relates to the Medical Record.
Monitors all active participant records to ensure accuracy and compliance.
Makes corrections as necessary.
Performs chart audits as required.
Coordinates with other team members and disciplines to maintain an accurate and complete medical record; provides guidance as required.
Attends and participates in morning meetings, staff meetings, in-services and projects and committees as assigned.
Participates in special projects and performs additional duties as required or assigned.
Brings participant requests for additional services to an IDT member as soon as possible upon request.
Adheres to and supports the organization’s policies, practices and procedures.
Accepts assigned duties in a cooperative manner and performs all other related duties as assigned by Supervisor.