Medical Records Specialist- Part Time- Evenings

WellSpan Health • Chambersburg, PA

9d • Onsite

About The Position

Under the direction of the HIM Manager, this role involves assembling, filing, and retrieving medical records. The specialist will maintain the chart location system, analyze and unitize records, answer phones, purge records for microfilm, and scan patient records, which includes batch preparation, acquisition, indexing, and quality assurance. The position emphasizes service excellence, patient and family-centered care, confidentiality, dependability, and a professional demeanor. It requires strong communication and interpersonal skills, a commitment to continuous improvement, and a willingness to embrace change. The role also demands technical excellence, critical thinking, and maintaining up-to-date knowledge in the field of Health Information Management.

Requirements

• High School graduate or equivalent with at least one year of medical records or physician office experience.
• OR a student who is currently enrolled in an accredited Health Information Management program.
• OR a graduate of an accredited Health Information Management program.
• Experience applying customer service behaviors and communication skills required.
• Ability to operate a ten-key keypad.
• Maintains state of art knowledge of area of specialty, healthcare trends and practice, and populations served.
• Maintains a level of computer literacy appropriate to their role.
• Meets and maintains current all unit specific and organizational skills/competencies, certifications/licensures, as required.
• Completes hospital-required reviews, e.g. HIPAA, safety, health screening, care concerns, and others as assigned.
• Adheres to National Patient Safety Goals.
• Ability to communicate in both written and verbal form in order to take notes/minutes of meetings, take dictation, and relate to staff and others; ability to speak, read, and write the English language; ability to efficiently and effectively handle multiple demands simultaneously as a result of working under the pressure of deadlines.
• Manual dexterity and digital sensitivity adequate for utilizing a variety of equipment.
• Near visual acuity necessary deciphering fine print; must be able to work in confined, dimly lit area.
• Auditory acuity with ability to hear phone conversation, overhead pages, alarms, and normal voice tones when not facing the individual.
• Good hand/eye coordination.

Nice To Haves

• Knowledge of Word and Excel preferred.

Responsibilities

• Assembles, files, and retrieves medical records.
• Maintains the chart location system.
• Analyzes and unitizes medical records.
• Answers phones and directs departmental calls and requests for medical information.
• Purges records for microfilm.
• Scans patient records, including batch preparation, acquisition, indexing, and quality assurance.
• Prepares specified records in files for back scanning per back scanning procedure.
• Collects discharge records from nursing units daily.
• Assembles records according to written procedure, attaching miscellaneous reports to records accordingly, and places records in file folders by last 2 terminal digits on the shelf labeled by discharge date.
• Analyzes records according to the Medical Staff Bylaws, The Joint Commission and DOH requirements, entering deficiencies into the Meditech system and attaching miscellaneous reports to the record.
• Batch preps records according to established guidelines, keeping like forms together, verifying patient name, account number and medical record number.
• Reviews medical records upon completion by the medical staff (as assigned) and updates ICR Routines in Meditech.
• Assures accuracy of patient information through verifying patient name, date of birth, medical record number, etc.
• Receives requests for outpatient and inpatient information.
• Obtains proper authorization and identification prior to release of information.
• Uses desktop faxing to send requested copies of medical records to physicians/offices or other health care providers upon request.
• Demonstrates knowledge of various departmental jobs and office equipment (i.e., microfilm reader, printer, copier/fax machine, computer applications; maintains ability to assist in other positions).
• Processes and prints PCS in accordance to the policy and procedure.
• Offers the patient portal to customers when appropriate, completes required paperwork appropriately, enters patients into the patient portal, and saves portal proxies to the P: drive.
• Assists with orientation and training of new staff, students and volunteers as assigned.
• Meets and maintains established productivity standards.
• Completes a daily activity log and submits it to immediate supervisor at the end of each week.
• Plans and prioritizes workload at the beginning of shift and throughout shift in accordance with departmental goals, turnaround time standards, objectives, etc. so that deadlines can be met.
• Maintains knowledge of record assembly order.
• Pulls records and assists physicians in the incomplete area as requested.
• Updates record deficiencies in the Meditech system appropriately.
• Checks miscellaneous reports daily, verifying the medical record number, account number, name, dates, etc., for accuracy.
• Immediately notifies HIM Manager of any lost or missing records.
• Maintains patient confidentiality at all times.
• Performs other duties as required or assigned by the HIM manager.

Benefits

• Annual Health Screening with Infection Control and Blood Borne Pathogens
• Education
• Safety Awareness: Hospital Fire, Safety, and Disaster Procedures
• Confidentiality: Maintains Employee and Patient Confidentiality
• Attendance: Regular attendance is an essential function of the position
• Leadership Standards: Character: Attitude, Integrity, Role Modeling
• Job Performance: Results Orientation, Customer Focus, Decision Making, Awareness
• Interpersonal Skills: Communication, Relationship-building, Team Player, Celebration
• Innovation: Breakthrough Thinking, Knowledge-Building/Sharing, Coaching/Empowering, System Vision & Management

What This Job Offers

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