Medical Records Specialist

Family & Children's Services Career Center•Tulsa, OK

6d•Onsite

About The Position

The Medical Records Specialist reports to the Supervisor of Medical Records. Primary responsibilities include; prepping, scanning, indexing and reviewing of records and loose documentation for incompleteness; processing requests for protected health information and various medical records support functions; destruction of medical records that have reached the appropriate date of maturity. This role requires adherence to all agency policies and procedures regarding confidentiality and security of clients’ protected health information, including following HIPAA guidelines and agency policies in releasing and accessing Protected Health Information in compliance with federal and/or Oklahoma law. The specialist will also maintain security/privacy of electronic and paper clinical records, review all clinical documentation for completeness, scan and index client records, perform continuous quality analysis of scanned documentation, create and manage Go AnyWhere Accounts, demonstrate proper telephone etiquette, handle customer relations, respond to face-to-face requests for EHR information, track and communicate case record deficiencies, prepare and send requests for disclosure of information, post payment for medical records requests, provide assistance to staff with inquiries regarding scanned documents, respond to external medical record inquiries, assist with preparation of records for accreditation, audits, and quality improvement activities, track client discharge, complete discharge summaries, and meet performance productivity standards. The role also involves assisting in maintaining case record retention, record destruction, and/or relocation of case records, and assisting with special clinical record projects. Additionally, the Medical Records Specialist is responsible for the Graves Mailroom, including preparing postage for outgoing mail, sorting and distributing incoming mail, and notifying staff on returned mail.

Requirements

Must be a high school graduate or have HS equivalent
Must have two years of experience in related office work.
Ability to work with the public, maintain an effective working relationship with agency employees, maintain a professional manner at all times, and maintain confidentiality.
Ability to manage multi-line telephone system and other communication technologies.
Must possess computer skills.
Ability to sit for long periods of time, walk frequently, lift 10-15 lbs. regularly.
Must possess a valid Driver License and satisfactory driving record and use personal automobile to travel to locations other than primary office.
Proof of automobile insurance required.

Responsibilities

Adhere to all agency policies and procedures regarding confidentiality and security of clients’ protected health information, including following HIPAA guidelines and agency policies in releasing and accessing Protected Health Information in compliance with federal and/or Oklahoma law.
Complete all required confidentiality and security training.
Maintain security/privacy of electronic and paper clinical records.
Review all clinical documentation for completeness before it is prepped, scanned and indexed into the client record.
Scan, and Index client records and loose documentation.
Perform continuous quality analysis of scanned case record documentation.
Create Go AnyWhere Accounts and manage password resets for Attorney’s.
Demonstrate proper telephone etiquette and maintain good customer relations.
Calmly educate and efficiently assist clients or others with complaints and requests for authorizations to disclose information.
Respond to face to face requests for EHR information, assisting individuals to properly fill out the Authorization of Disclosure form.
Track and communicate case record deficiencies to clinical staff.
Track all requests for clinical records in specific disclosure management spreadsheets.
Prepare and timely send requests for disclosure of information.
Post payment for medical records requests and notify account payable when a payment for records has been made.
Provide assistance to clinical and support staff with inquiries regarding scanned documents and medical record components.
Respond to external medical record inquiries as mandated by federal requirement and pursuant to policy and procedure.
Assist program and administrative personnel in the preparation of records for accreditation, audits, and quality improvement activities.
Track all requests for client discharge from agency.
Complete discharge summary and close charts per clinician request.
Meet Performance Productivity Standards.
Assist in tracking and maintaining case record retention of archived and closed clinical case records, which may include record destruction and/or relocation of case records.
Assist with special clinical record projects, as assigned by manager.
Responsible for Graves Mailroom including: preparing postage for daily outgoing mail; sorting incoming mail & distributing to the appropriate programs mailbox; notifies proper staff on returned mail as needed.