Summary :
The Medical Records Coordinator is responsible for creating and maintaining client records according to state and federal regulations. In addition, the Medical Records Coordinatior is responsible for making sure that all in-facility and out-of-facility medical appointments for clients are completed.
Qualifications :
- Minimum of a High School Diploma, LPN or RN preferred
- Experience working with clients living with mental illness
- Background check must be free of disqualifying offenses as defined by the Department of Public Health
Skills :
Interpersonal skills necessary to exchange information and maintain courteous relationships with doctors, clients, families, supervisors and visitors of the facilityStrong organizational skillsFilingSchedulingBasic computer knowledgeExperience with Microsoft Office products preferredEssential Responsibilities :
Regulatory
To maintain all medical records in accordance with State and Federal requirements.In accordance with HIPPA, copy client medical records when requested by outside agencies, attorney’s, and department managers. Keep records of these requests.Operations
Assemble a chart for all potential new admissions.Thin medical records on a routine basis according to in-house guidelines. File paperwork thinned by other departments in the client’s thinned chart.Assemble, maintain and file client thinned charts.Assemble, maintain and file client closed charts. Upon a client’s discharge, create a folder for their closed medical record. Follow-up with professional staff regarding deficiencies until a closed record is complete.Ensure there is a minimum of 5 copies of each client’s face sheet, power of attorney (POA) paperwork, guardianship papers, and do not resuscitate (DNR) paperwork in their medical record.Schedule physicians and consultations within the centerPrepare a rack containing client medical charts for physicians when they visit their clients in the facility.Assist with physicians as necessary and organize their needs on their visit (i.e. gathering charts, reminding clients, etc.)Maintain a clipboard for each physician to store documents for signature until the day of physician visit, then put documents in the front of the chart on the day of physician visit.Must attend scheduled clinical supervisionOther duties as assignedDepending on MADO location, may be required to :
Rearrange and reorganize charts as needed. Add hole reinforcement stickers to papers in medical record as needed.Check admission information for completeness, note deficiencies to be completed by physicians and other professional staff.Fill out a Criminal Background Check Form for all new clients to initiate the background check process. This should be done when the client is accepted to the facility and the packet is given to Medical Records to make a chart. This MUST be done no later than the day the client is admitted.Help keep the nurse’s station clean, organized & stocked.Keep track of all client medical appointments, including follow-ups.Schedule appointments as needed (psychiatrists, medical doctors, dentist, hygienist, eye doctors, Seroquel exams, mammograms, pap smears, etc.)Create a typed schedule of appointments weekly for interdisciplinary team (IDT), including appointments requiring escorts.Assign escorts for clients’ medical appointments, as needed, at least 3 days prior to appointment date.Make transportation arrangements for client medical appointments (OOF).Client Care
Prompt clients to attend their appointment with their physicians in the facility.Human Resources and Professional Development
Supervise the Medical Records AssistantMake sure new staff complete necessary background check, physical, drug screen, orientation, and paperworkFollow disciplinary action policy and procedure when the Medical Records Assistant does not meet expectations, or is unable to perform the essential functions of their jobWork Environment
Lifting Requirements : Light work - Exerting up to 20 pounds of force frequently, and / or a negligible amount of force constantly to move objects. If the use of arm and / or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.
Physical Requirements Essential To Perform The Job : stand; sit; walk; use hands / fingers to handle or feel; climb (stairs / ladders); balance; stoop, kneel, crouch, or crawl; talk / hear; see; pushing or pulling; reaching; repetitive motion
Job Type : Full-time
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