Medical Records Specialist

Felipe Martinez MD, FACS•Coral Gables, FL

About The Position

The Medical Records Specialist is responsible for managing the medical records of the facility, including preparing, storing, and retrieving patient health records. The Medical Records Specialist reviews medical records for compliance with approved policies, is responsible for their completeness, proper release and maintenance. Works independently or as part of a medical records department. Medical Records Specialists organize and maintain health information both in paper files and in electronic systems. They check data for accuracy, assign codes for insurance reimbursement, record information and keep file folders and electronic databases up to date. Prepares new patient charts, gathering documents and information from paper sources and/or electronic health record. Ensures medical records are assembled in standard order and are accurate and complete. Creates digital images of paperwork to be stored in the electronic medical record. Files lab reports, correspondence, physician dictation/notes, progress notes, radiology reports and other approved document, in charts, ensuring they are completed in an accurate and timely manner. Ensures that charts for follow-up patients, who are to have testing performed prior to their next visit, are up-to-date with the reports of the test results, and that x-rays are also available. In addition to their clerical duties, Medical Records Specialists often consult with health care professionals to make sure information is accurate. They must also follow best practices for security and patient confidentiality. Ensures files are stored in the designated area according to storage procedures. Responsible for safeguarding patient records and ensuring compliance with HIPAA standards. Ensures fulfillment of all mailed-in and faxed requests for medical records from insurance companies, managed care plans, hospitals, attorneys, patients and other physicians-when appropriate releases are provided Answers phone inquiries regarding medical records and performs other clerical functions within the team as designated by supervisor.

Requirements

Ability to maintain effective and productive working relationships with fellow employees, supervisors, and clients.
Appropriate level of written and verbal communication skills.
Ability to handle confidential information.
Ability to think logically and practically prior to making decisions.
Ability to work under pressure.
Ability to learn from previous mistakes.
Ability to accurately check processes and tasks.
Ability to handle issues in a timely manner.
Ability to prioritize work.
Ability to implement workable solutions to problems in a timely manner.
Thoroughness in following through on tasks and instructions in a reliable, trustworthy, and timely manner.
Consistent attendance and adherence to work schedules, office hours, and office demands.
Abide by all company policies and procedures.

Responsibilities

Organize and maintain health information in paper files and electronic systems.
Check data for accuracy and assign codes for insurance reimbursement.
Record information and keep file folders and electronic databases up to date.
Prepare new patient charts, gathering documents and information.
Ensure medical records are assembled in standard order, accurate, and complete.
Create digital images of paperwork for electronic medical records.
File lab reports, correspondence, physician dictation/notes, progress notes, radiology reports, and other approved documents accurately and timely.
Ensure charts for follow-up patients are up-to-date with test results and x-rays.
Consult with health care professionals to ensure information accuracy.
Follow best practices for security and patient confidentiality.
Store files according to storage procedures.
Safeguard patient records and ensure compliance with HIPAA standards.
Fulfill requests for medical records from insurance companies, managed care plans, hospitals, attorneys, patients, and other physicians.
Answer phone inquiries regarding medical records.
Perform other clerical functions as designated by supervisor.