Medical Records Spec/Ops

Netcare Access•Columbus, OH

10d

About The Position

GENERAL DESCRIPTION: Responsible for processing and maintaining medical records in accordance with established procedures and time frames to assure prompt and easy accessibility by staff. Also responsible for handling verbal and written requests for client information in accordance with established procedures and time frames.

Requirements

Ability to accurately file both alphabetically and numerically.
Ability to operate and utilize a PC for data entry and retrieval.
Ability to work independently with minimal supervision.
Ability to work cooperatively with a variety of professional, administrative, and clerical staff.
Ability to work with clients, professionals, and others outside of the organization.
Ability to speak and hear well enough to interact with co-workers and others in person or over the telephone a majority of the time.
Ability to see and read well enough to accurately recognize Standard English language as used in the maintenance of client records.
Ability to grasp charts to be retrieved from shelving, storage boxes, or other.
Ability to climb 1-3 steps on a stepladder to file and/or retrieve charts.
Ability to reach above the head and to bend and stoop to file or retrieve charts.
Ability to lift boxes of records weighing up to 30 lbs. on a regular basis.
High School Diploma required.
Medical records experience required.

Responsibilities

Run daily report of admissions and discharges from the previous day(s), and update most current client lists.
Receive and log in all packets and loose materials:
Date stamp all packets on the date received.
Enter the date received in the correct log on the server.
Log in loose filing to assure that it gets incorporated into the charts preferably before being scanned
Preps and scan packets within 5 days of receipt by:
Organizing documents following chart organization procedures, verifying that papers are in the correct file.
Pulling and incorporating any loose filing into the prepped packet before sending it out for imaging.
Removing staples as necessary.
Taping smaller documents onto 8-1/2” by 11” paper. e.g., post-it's and business cards.
Unfolding any folded documents.
Cutting and/or shrinking documents as necessary to allow them to be scanned.
When applicable, stamp documents as “Poor document quality” when documents may not readable when scanned.
Verifies documents are scanned completely and readable.
Correcting errors in scanned charts, including removing misfiled documents and scanning them to the correct charts when necessary.
Adding Telehealth consents, Probate affidavits, and Mobile Crisis documentation (pink slips, signed treatment plans, ROIs) and other documentation to Avatar chart as necessary.
Responds quickly and appropriately to verbal and written requests for information from staff, outside agencies/professionals, clients, and/or family members in accordance with established procedures.
Checks the fax machine first thing in the morning and throughout the day for incoming faxes, particularly from agencies on the Extranet.
Verifies validity of ROI. Return any releases that do not meet criteria.
Assuming the ROI is valid, create the PDF and fax, OR store it in the correct agency subfolder in the file on the server, and post it with the morning and afternoon transfers.
Prioritize requests from:
Other service providers, including ADAMH agencies and hospitals.
Those with specific Need By dates, e.g., court dates, disability hearings, etc.
Clients/family members to be completed within 30 days, obtaining appropriate approvals before releasing.
Posts information for referrals/continuity of care to the ADAMH Extranet by 9:30 am and 3 pm daily following established procedures. Also checks periodically during the day for additional postings and processes these. Keeps record of information posted. Updates Release of Information (ROI) log to indicate requests received as well as information released via Extranet.
Processing hospital referral packets, CSU and Miles House referrals from hospitals according to procedure, including destruction of records if person does not come to Netcare
Retrieves and distributes caller alerts and other information such as on-call schedules via the secure web site and posts to the appropriate file folders.
Chart/Packets retrieval, including:
Accurately and quickly locating and retrieving charts/packets for staff upon request, including verifying SSN and/or DOB.
Assist staff as needed to locate and access imaged documents.
Contributes to a positive and professional working environment.
Keeps supervisor apprised of internal and external problems/issues encountered in carrying out job duties.
Participates in staff development activities.
Other duties as necessary or assigned.