What are the responsibilities and job description for the Medical Records Retrieval Specialist - Cancer Center position at Jobs@UIOWA?
The Holden Comprehensive Cancer Center at the University of Iowa is seeking a Medical Records Retrieval Specialist that will play a crucial role in helping patients access the care they need. To ensure a patient’s first appointment is appropriately and efficiently so an effective treatment plan can be developed in advance, external records need to be obtained and compiled. Your primary responsibility will be to ensure that all necessary records are received prior to the patient’s first appointment. This will include, but is not limited to, reviewing external referrals, contacting both internal and external providers, and serving as a liaison between the patient and the clinic.
The Medical Record Retrieval Specialist anticipates the needs of the patient and serves as a patient advocate. The Referral Specialist uses independent judgement in determining how to assist patient requests. Upholds the department’s best practices, quality, and professionalism standards and policies. Serves as a mentor, coach, role model, and service excellence ambassador for staff, co-workers, patients, and visitors. May complete special projects for the department. They may attend clinic or department meetings to serve as a referral scheduling content expert. May perform other duties as assigned.
Duties to include:
- Responsible for communication with appropriate clinical department(s) to minimize delays in the referral process, including managing and monitoring triage/clinic approval hand-offs and ensuring appropriate medical records are requested and received.
- Ensure the right appointment prerequisites are completed and obtained. Gather all records of previous testing for new patient appointment by contacting referring provider’s office for referral form/notes/imaging and other records needed for triage.
- Act as a liaison between patients and internal and external healthcare providers to facilitate smooth and effective communication.
- Will include making outbound calls for records and monitoring the referral WQ and patient charts for records received.
- Maintain detailed and accurate records of all activities including patient information, status, and necessary follow-up actions within the referral.
- Provide exceptional customer service to external providers and patients.
- Assist patients with their (INSERT TEAM) needs, answer questions, and address concerns.
- Work collaboratively with a multidisciplinary team.
- Regularly attend departmental staff meetings.
- Serve as intermediary between patients and nursing personnel concerning scheduling status, coordinating necessary testing, and assessing medical needs to minimize delays that would negatively impact the patient and/or future scheduling
- Communicate records retrieval delays that may impact future scheduling with staff/supervisors.
- Collaborate with peers and co-workers to enhance the delivery of health care.
- Provide feedback to management on means to achieve goals and resolve service issues.
- Contribute ideas and seek ways to improve assigned processes.
- Serve as mentor, role model, and service excellence ambassador for staff, co-workers, patients, and visitors.
- Ensure all processes comply with UI Health Care regulations and policies.
- May perform other duties as assigned.
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UI Health Care Core Values (WE CARE) |
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Welcoming |
We are welcoming to the community, partners, staff, and patients utilizing the collective strength of our people. |
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Excellence |
We achieve and deliver our personal and collective best in the pursuit of quality and accessible health care, education, and research. |
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Collaboration |
We collaborate with health care systems, providers, and communities across Iowa and the region as well within our UI community. We believe teamwork- guided by compassion- is the best way to work. |
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Accountability |
We behave ethically, act openly and with integrity in all that we do, taking responsibility for our actions. |
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Respect |
We create an environment where every individual feels safe, valued, and respected, supporting the well-being and success of all members of our community. |
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Empowerment |
We commit to fair access to research, health care, and education for our community and opportunities for personal and professional growth for our staff and learners. |
SUPERVISION RECEIVED:
The Referral Specialist reports to the HCCC Associate Director, Outpatient Cancer Services.
SUPERVISION EXERCISED:
This role does not administratively nor functional supervise others.
University of Iowa Health Care—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®
Holden Comprehensive Cancer Center is Iowa’s only NCI-designated comprehensive cancer center. The NCI designation recognized our cancer center, and its research scientist, physicians, and other health care professionals, for their roles in advancing cancer research that impacts on our ability to prevent, detect and treat our patients with cancer. Not just a floor, or a building, or even confined to a single college. Holden Comprehensive Cancer Center coordinates all cancer-related research, education, and patient care by faculty from 41 departments and six colleges, as well as UI Health Care and UI Children’s Hospital.
Percent of Time: 100%
Work Schedule: Monday – Friday, Hours generally worked between 8:00am-5pm
Pay Grade: 3A
https://hr.uiowa.edu/pay/guide-pay-plans
Benefits Highlights:
- Regular salaried position located in Iowa City, Iowa
- Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans
For more information about Why Iowa?, click here
REQUIRED QUALIFICATIONS
1. A Bachelor’s degree in Business Administration, Communications, or a related field, or an equivalent combination of education and experience.
2. 1 year experience performing complex patient scheduling across multiple departments or sub-specialties.
3. Excellent written and verbal communication skills.
4. Demonstrated ability to work well within a multi-disciplinary team and collaborate effectively with internal and external customers, as well as colleagues at all institutional levels.
5. Proficiency with Microsoft Office products and database applications.
6. Strong organizational and multitasking abilities.
7. Strong critical thinking skills and ability to problem-solve.
8. Ability to work collaboratively in a team-oriented environment while managing own work autonomously.
DESIRABLE QUALIFICATIONS
1. 6 months – 1 year records retrieval experience.
2. 6 months – 1 year clinical scheduling experience.
3. 6 months – 1 year of customer service experience.
4. Knowledge of medical terminology, particularly as it relates to oncology.
5. Experience with hospital operations and/or Ambulatory Clinic operations.
6. Experience with the Epic System or other EMR.
Application Process: In order to be considered, applicants must upload a resume and cover letter(under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.
Job openings are posted for a minimum of 14 calendar days.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.
References: Five professional references will be requested and required at a later step in the recruitment process.
This position is not eligible for University sponsorship for employment authorization.
With additional questions, please reach out to Sarah Waldschmidt at sarah-waldschmidt@uiowa.edu
