Medical Records Specialist

American Oncology Network • Fredericksburg, VA

21h

About The Position

The Medical Records Specialist prepares charts for new patients and hospital follow-up patients, requests records from outside physicians, hospitals, laboratories, and other facilities, and sends requested records to patients and outside physicians. The role supports the daily operation of medical records across AON locations, including chart preparation, scanning, filing, retrieval, fax distribution, and mail handling. It also coordinates access to and release of medical information while maintaining the confidentiality and completeness of patient records and complying with applicable laws, regulations, and organizational policies.

The position may require work at any AON location to meet business needs and overtime when sufficient notice is given. The specialist may also assist in training other AON employees and must be able to work effectively in a fast-paced, multi-site environment, including remotely as required.

Requirements

• High school diploma required; an associate degree is a plus.
• Experience in the healthcare field, preferably in a clinical setting.
• Understanding of medical-record documentation requirements.
• Attention to detail and strong multitasking ability.
• Excellent interpersonal skills and strong communication skills with a wide variety of personalities.
• Critical-thinking skills, including problem-solving, analysis, decision-making, planning, time management, and organization.
• Ability to exercise independent judgment and work effectively with sensitive, confidential, and sometimes emotionally charged matters.
• Good command of the English language; effective oral and written communication, active listening, and ability to provide balanced feedback.
• Strong customer focus and ability to collaborate and build effective relationships with employees, physicians, and the community.
• Ability to manage time, competing priorities, stress, and professional development effectively; self-motivated and able to work independently with limited supervision.
• Ability to work remotely effectively as required and in a fast-paced, multi-site environment while managing competing demands from multiple stakeholders and sites.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Nice To Haves

• Associate degree.
• Second language.
• Healthcare experience in a clinical setting.

Responsibilities

• Sort, file, and collate medical records and information into patient records in the appropriate sequence and according to established procedures.
• File and retrieve medical records by patient name in alphabetical order and by physician; research lost or missing records.
• Coordinate patient recordkeeping and the release of information, including requests for access to medical records.
• Examine patient records for completeness and ensure required information is included.
• Answer telephones, take requests for records or patient-care information, route calls, and take messages as appropriate.
• Support daily operations by scanning, preparing charts, pulling and filing charts, preparing chart labels, and keeping work areas clean.
• Pick up and deliver patient medical records from designated areas according to the daily routine.
• Print and affix name labels to new patient and hospital follow-up charts.
• Maintain fax machine supplies and promptly distribute received faxes.
• Open, sort, and distribute daily mail and reports from laboratories, home health agencies, and other sources.
• Maintain the confidentiality of patient and employee information.
• Request records for established patients from other physicians, laboratory facilities, and other sources as indicated by the doctor on the medical record router.
• Fax or mail records requested by patients or outside physicians.
• Send charts to the administrative office for copying by an outside copying company in response to subpoenas or other legal requests, according to policy.
• Comply with federal and state laws and regulations related to patient care, patients’ rights, safety, billing, and collections.
• Follow AON and departmental policies and procedures, including IT policies and the Disaster Recovery Plan.
• Keep work areas and records neat and orderly and maintain company equipment in safe working order.
• Assist in training other AON employees.
• Work at any AON location as needed to meet business needs and work overtime when given sufficient notice.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED