Medical Records

332098 Cumberland River Behavioral Health•Mt Vernon, KY

15h

About The Position

The Medical Records assistant supports the planning and day-to-day operation of the Medical Records/Intake program and outpatient office. The role maintains accurate, complete, and confidential client records; handles records retention, scanning, coding, and document requests; and supports intake, scheduling, billing, medication documentation, and other clerical activities. The position works with a multidisciplinary community mental health team and may provide coverage or relief for the outpatient office. The position is scheduled Monday through Friday, 8:00 a.m. to 4:30 p.m. Evening and weekend work may be required, and hours may be irregular or flexible depending on operational needs. The work may take place outside in varying weather, off-site, or at a Residential Program. The employee must complete required safety and infection-control training and obtain CPR certification within one month of employment, maintaining that certification thereafter.

Requirements

High school diploma or GED.
Computer and typing skills.
Organizational skills.
Successfully pass a criminal record check and drug screening test.
Oral and written communication skills.
Interpersonal skills.
Ability to exercise good judgment, tact, diplomacy, and compassion when solving problems, handling conflict, or responding to crises.
Ability to complete record keeping in a timely manner.
Ability to work with diverse personalities and maintain effective working relationships.
Ability to work well with people of all races, backgrounds, and needs.
Ability to work as part of a comprehensive community mental health team and positively represent the agency in the community.
Physical ability to reach, push, pull, stoop, bend, stand, walk, and lift up to 20 pounds.
Obtain CPR certification within one month of employment and maintain the certification.
Participate in yearly training regarding infection control and environmental safety, including hazardous waste and bloodborne pathogens.
Complete training on handling physical and verbal threats, violence, and other escalating or potentially dangerous situations, including when police should be summoned.

Responsibilities

Assist in planning, organizing, directing, and evaluating the overall operation of the Medical Records/Intake program.
Assist with developing and implementing policies, procedures, and systems for the Medical Records/Intake program.
Keep staff informed of relevant issues and changes.
Ensure client files are accurate, complete, and contain the required content.
Provide relief and coverage for the outpatient office.
Code diagnoses and ensure current diagnoses are recorded in medical records.
Establish and maintain Client II medical records files.
Ensure terminated files are complete before entering discharge information.
Copy records for Social Security Disability, attorneys, and consumers as requested and in accordance with agency policy.
Scan and maintain medical records daily.
Sort terminated medical records for storage according to the stated retention periods: seven years for adult charts and until seven years after a child’s 18th birthday for children’s charts.
Maintain client confidentiality at all times.
Respond to emergency situations in a timely manner.
Inspect medication storage areas and sample-medication sign-in/sign-out logs monthly.
Send outdated medications to the appropriate Regional Site for disposal and document medication disposal in a log.
Work effectively with team members, as part of a multidisciplinary team, and independently when necessary.
Answer telephone calls politely and helpfully and transfer them to appropriate staff.
Screen potential consumers using the Admission Outpatient form in Avatar.
Instruct new admissions about documentation to bring to their first appointment.
Schedule appointments for clinicians, nurse practitioners, and psychiatrists according to agency policy.
Greet consumers in a friendly and helpful manner.
Perform general clerical duties, including photocopying, faxing, mailing, and scanning.
Call consumers with appointments scheduled for the next day and follow up within 24 hours with those who miss appointments.
Enter client medications and allergies into Order Connect.
Process billing documents by checking service tickets for required fields and ensuring notes are entered in the medical record with required fields.
Log billing documents on patient registers and forward them to the main office as required.
Process cash payments according to agency policy.
Verify Medicaid and insurance coverage according to agency policy.
Complete vital signs and enter them into the electronic health record.
Perform other duties as assigned.
Complete annual performance evaluations successfully and, if placed on a Performance Improvement Plan, meet its requirements.