What are the responsibilities and job description for the Medical Records Technician position at Destiny Management?

Destiny Management Services, LLC is a leading source of staffing services and business solutions to the Federal Government. Founded in 1996, we have provided job opportunities for more than 1000 employees nationwide in various fields.

We are looking for experienced professional Medical Records Technicians to support the local Medical Treatment Facility. Quality healthcare Personnel will be utilizing military records systems to assist the department and base in its mission. If you meet these specific requirements outlined below, we invite you to apply!

MEDICAL RECORDS TECHNICIAN - OUTPATIENT (CLR SECTION)

SUMMARY : Serves as Scheduling Coordinator, Receptionist, Template Manager, Appointments Coordinator, and Managed Medical Care Consultant. Incumbent proceeds independently to plan and carry out assignments to include efficient front desk and data quality management to ensure smooth operation of clinical services. Incumbent receives assignments along with instructions as to objectives, priorities, and limitations. This position manages and coordinates clerical duties inherent to front desk operations in the

patient care setting.

QUALIFICATIONS :

Excellent knowledge of practical medical terminology, in order to read and interpret referrals and ensure that the proper Clear Legible Report (CLR) is associated with the referral in CHCS1. Must have the ability to determine if the CLR is a procedure verses office visit so it's properly upload into HAIMS with the correct Meta-Data fields completed.
Knowledge of referral procedures to include preparing referrals, receiving prior authorization, and tracking of referrals to completion and the Joint Commission requirements associated with referral tracking and the handling of consult or referral reports.
Thorough knowledge of clinic procedures and regulations in order to make appointments, assemble patient's medical records, record test results, relay information regarding patient's condition, compile and submit data on patients treated, schedule follow-up appointments, resolve clinic problems of scheduling, emergencies, missed appointments, and as the first line of contact with patients, ensure that the clinic is represented positively by all receptionists. Customer service is a priority.
Able to efficiently and effectively utilize the ZIMBRA web based e-Fax tool
Working knowledge and experience utilizing Composite Health Care System (CHCS), Armed Forces Health Longitudinal Technology Application (AHLTA), and Health Artifact and Image Management Solution (HAIMS), Managed Care Support Contractor (MCSC) web based platforms and commercial software including but not limited to Microsoft office and Adobe Pro to perform daily referral functions
Knowledge of applicable DOD, TRICARE, DEERS and DA MEDCOM policies and publications on Managed Care and the Supplemental Health Care Program, how they are applied, and their impact on Network Referrals
Must have understanding of other automated systems and be able to train new
Providers / Fellows / Residents / Interns / Medical Support Assistants on proper use of systems.
Knowledge of the various facility services, medical terminology, and procedures common to each service in order to record and report test results accurately, give necessary instructions to patients for diagnostic procedures, and to properly schedule patient appointments to avoid conflicts in patient care.
Familiarity with the type of work and procedures of the other departments within the assigned facility to enable the incumbent to advise patients referred to these clinics or laboratories as well as the physicians involved.
Ability to professionally (orally) interview, question and provide guidance to hospital and MCSC staff, civilian providers, higher headquarters, and patients as well as research beneficiary information in CHCS and navigate through various web sites on the Internet.
Ability to identify potential problem areas, trends, deficiencies, accomplishments, and other similar factors.
Ability to apply diplomacy in resolving referral problems and billing discrepancies and in obtaining necessary documents and information and resolution through established processes involving the Network Referral.
Knowledge of hospital organizational structure, functions and inter-relationships and the ability to communicate both orally and in writing in order to conduct liaison activities with management officials, professional staff and groups.
Knowledge of and ability to use standard stock forms to check for and order required supplies.
Experience in computer operations.
Basic knowledge of clerical skills to include sorting, filling, and labeling.
Basic knowledge of peripheral equipment operations including keyboard operation on data entry equipment.
Skill in relating to patients who are sick, tired, and demanding.
A qualified typist is required.
Able to walk, bend, stand, and / or carry light items such as files and manuals.
Basic medical terminology required.

EDUCATION : High School diploma or General Educational Development (GED) equivalency.

EXPERIENCE : At least 6 months of experience in medical office setting.

WORK ENVIRONMENT / PHYSICAL REQUIREMENTS : Requirements include prolonged

walking, standing, sitting, or bending. Must be able to carry 25-50 pounds and reach high shelving units with the assistance of stepladders to retrieve and file medical records

UNIQUE MILITARY HEALTH CARE SYSTEMS / PROCEDURES :

Armed Forces Health Longitudinal Technology Application (AHLTA)

Composite Health Care System (CHCS).

Health Artifact and Image Management Solution (HAIMS)

Managed Care Support Contractor (MCSC)

Defense Enrollment Eligibility Reporting System (DEERS)

Zimbra ( a collaborative computer program that is composed of emails, calendars, contacts, documents,)

PERFORMANCE OUTCOMES :

Maintains the clinic patient appointment schedule for physicians. The professional group is comprised of staff physicians, fellows, residents, interns, medical students, and clinical investigators.

Regularly meets with leadership regarding access to care, appointment availability, productivity, and template design.

Prepares and coordinates all consultation and referral appointments to ensure and facilitate proper patient care and interacts with other physicians and clinics to avoid administrative problems or delays.

Resolves scheduling and appointment problems. Initiates and performs various clerical, record keeping, and miscellaneous duties required for the proper and timely treatment and care of patients.

Receives all patients and makes a determination as to disposition (proceed to the laboratory, retrieve additional information, proceed to the doctor's office, be seated in the waiting area, etc.) based upon an established algorithm.

Reads and interprets the referring consults, doctors' notes and / or drug treatment protocol in order to select and schedule the appropriate tests.

Oversees and follows up on tests ordered and patient referrals, to ensure that the results are received, recorded, and properly filed and maintained in accordance with standard quality assurance procedures.

Reviews incoming and outgoing correspondence for accuracy according to established regulations; makes changes as appropriate and specific guidance.

Reviews incoming and outgoing referrals utilizing automated systems in accordance with the Clear and Legible Report (CLR) program guidelines.

Process and return illegible CLRS to network providers utilizing CLR program guidelines. Redirect legible network provider consult results via secure automated systems to appropriate treatment facility.

Utilize CHCS and AHLTA front desk clerk keys and procedures to notify providers and clinic staff that

network referral results have been received via Zimbra and loaded to the electronic health record using AHLTA t-con and tasker procedures.

Working knowledge of Zimbra, CHCS, AHLTA, and HAIMS to retrieve network referral results via Zimbra and ensure the results are properly filed in the patient electronic health record via HAIMS.

Runs recurring and special reports within automated systems to provide quantitative data upon which to base operational decisions. Generates data on daily, weekly, monthly, and on demand basis to identify trends impacting health information management business practices.

Utilizes an in-Depth knowledge of the mission and functions of the clinic to prepare reports based upon the requirements specified and the intended use of the data or report.

Takes raw data from standard reports and develops charts and graphs to demonstrate trends and / or anomalies in the data; identifies possible trends and patterns from the data gathered; and uses the data to support process improvements.

Provides data as necessary to complete routine, recurring, and special data calls from higher headquarters.

Meets with supervisors and the management team regarding methods to improve appointment availability, ensure compliance with access standards and business rules, and to optimize appointment utilization.

Monitors end of day processing for data quality; captures Inpatient Consults on a daily basis. Takes corrective action with the appropriate staff to eliminate duplicate appointments, procedures, and other anomalies.

Provides training to clinic personnel.

Responsible for troubleshooting clinical / user problems within the

automated systems.

Selects the appropriate laboratory, x-ray, or consult form, determines the appropriate laboratory test (s) and / or x-rays that will be required for this appointment from previously established guidelines. Completes the request form accurately so that the patient may proceed with the work up process efficiently.

Responsible for screening laboratory results, x-ray results and other clinical tests to ensure that physicians are notified of abnormal results within a defined time frame.

Reads and interprets referring consults, doctor's notes, and treatment plans in order to select and close out network referrals utilizing CHCS and AHLTA referral close out procedures. Verify authorized network care dates to ensure care was provided within the authorize period of the referral.

Resolves simple informal complaints of employees and reports to supervisor on performance, progress, and special needs of employees.

Provides back up support to clinics in the absence of assigned Medical Support Assistant(s).

Retrieve CLR Reports not forwarded by network providers within 10 days of provided care and after claim has been made via the CLR Database.

Assist at front desk window.

Prepare productivity report for leadership.

DMHRSi Completion

Log into the DMHRSi site on the final workday of the reporting period (every 2 weeks)

Properly enter your hours worked on each day during the reporting period

Save and submit your hours before you leave on the last workday of the reporting period.

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