Medical Records Technician

Are you detail-oriented, organized, and passionate about supporting the well-being of your community? The Health and Human Services Department, Behavioral Health Division is looking for a dedicated Medical Records Technician to help support our team and ensure the smooth operation of our services. In this role, you will play a vital part in providing essential administrative tasks, contributing to the efficiency of our operations.

Under general supervision, performs medical/psychiatric clerical office support and records maintenance assignments for Behavioral Health Services, supporting both the Mental Health and Substance Use Programs.; schedules patients and maintains appointment information for medical staff; greets clients; de-escalates difficult phone and clinic client interactions; prepare, scan and maintains a variety of medical records and correspondence into the electronic health record; maintains records of patient care; and performs related duties as required.

Incumbents perform a broad range of specialized and complex medical/psychiatric clerical office support and records maintenance assignments with considerable independence and initiative. They are expected to be thoroughly familiar with the policies and procedures of the Department and/or program where assigned.

• Performs a variety of clerical duties with minimum guidance and supervision involving the maintenance of permanent, legal and accurate records of patients medical care; 
• Interprets, applies and ensures that the laws, rules, and regulations concerning record maintenance are upheld; 
• Updates and maintains client medical records and information; 
• Provides administrative assistance to professional staff in the preparation of medical/psychiatric and substance use records, reports and correspondence, assuring that all intake/assessment/clinic notes are complete and signed by appropriate professional staff;
• Performs technical data entry of medical information into electronic health record; 
• Audits doctor’s schedule to ensure accuracy of service plan, medication, and clients’ personal information; 
• Takes and delivers messages, serves as receptionist, greets and directs visitors and calls;
• Schedules patients for medical staff and maintains appointment schedules; 
• Assists patients in the financial application process of qualifying for services;
• Performs routine clerical duties in the data collection of financial records, receives, processes and files various financial and clinical documents, may handle money transactions, performs specialized assignments, coding client files in accordance with established protocols and record systems procedures; 
• Completes statistical and other information required to open and close cases;
• Obtains and records required monthly statistics; 
• Works with other health care providers and agencies concerning patient care records and information; 
• Within established guidelines, releases information to authorized persons;
• Responds to inquiries by providing information and referring calls;
• Determines the urgency of the calls; 
• Performs related duties and special projects as required.

Knowledge of:

Policies and procedures of the department and unit where assigned; knowledge of  operations, services and activities of a medical office setting; principles and practices of medical record maintenance, filing and scanning; functions and procedures of a medical provider records system, including coding and related requirements;  modern office practices, methods, and procedures; operation and use of office equipment including computers and assigned software; proper English usage, spelling, grammar, and punctuation; principles and practices of customer service; basic mathematics; telephone techniques including assessments of emergency status of calls; rules and regulations regarding medical records maintenance and information releases; basic medical and psychiatric terminology; and applicable state guidelines and regulations.

Perform a variety of complex  office  assistance  and  medical  records  maintenance assignments; interpret and apply policies, procedures, and regulations regarding the maintenance of medical records; schedule and maintain patient appointments; ability to translate information from medical reports and correspondence.  Develop and maintain confidence and cooperation of patients and their families; prepare clear, relevant and accurate reports; handle and diffuse difficult and escalated situations; operate a variety of office equipment including computers and assigned software; effectively represent Behavioral Health Services in contacts with clients, the public, and other agencies; communicate effectively both orally and in writing;  understand and follow oral and written directions; and establish and maintain effective  working relationships with those contacted in the course of work.

High School diploma or equivalent. Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Five (5) years of clerical experience, performing a variety of office support duties, one year of which includes work in a position requiring familiarity in a medical office and electronic health systems.

Salary : $47,237 - $58,074