Medical Records & Patient Services Specialist (DHWC)

Essential Duties :

• Organizes and evaluates patient medical records. Reviews medical, dental and behavioral health records for accuracy and completeness.
• Collection, processing, filing and maintenance of medical, dental and behavioral health records
• Process request for external medical, dental and behavioral health records
• Releases records accurately and in timely manner while maintaining HIPAA compliance, including release of records to patients, referral specialists, legal requests, disability, etc.
• Reviews subpoenas to ensure records are accurately produced according to request and delivered to appropriate parties within defined time periods. Documents record releases correctly in Electronic Health Record.
• Performs other special Medical Record review activities as defined.
• Maintain medical records that meet grantor requirements, quality assurance standards, and legislative and regulatory requirements including the Health Insurance Portability and Accountability Act (HIPAA).
• Fulfill requests for disclosures of protected health information (PHI) to authorized individuals and other third parties in a compliant and secure manner.
• Conduct documentation audits and routine EHR data entry maintenance to ensure the quality, completeness, and accuracy of medical records management processes including the correction of any identified errors.
• Demonstrate administrative and technical competency with the EHR system capabilities.
• Maintain a work environment that is marked by respect for others, that values inclusiveness and builds workforce diversity, and that fosters cooperation and teamwork.
• Completes outgoing calls, to assist address record request needs and patient appointment no-show barriers.
• Complete and supports documentation and warning letter notifications, dismissal notifications and contacting patients regarding appointment No-shows to determine any barriers and assist patients with rescheduling of appointments.
• Schedules, updates, and accommodates patient preferences for patient appointments for multiple providers and departments.
• Maintains privacy of protected health information (PHI) in accordance with HIPAA
• Maintains medical, dental and / or behavioral health electronic records.
• Supports all clinic and clinical support areas of organization to include Medical, MAP, Health Education, Dental, Behavioral Health, Psychiatry, Physical Therapy, Charity Care, Parenting and Registration department.
• Collects and reviews Electronic Health Record documents.
• Provides excellent customer service.
• Assists in the resolution of complaints, requests, and inquiries from all patients.
• Routes incoming, outgoing mail, and correspondence, including e-mail and faxes.
• Performs other clerical duties as needed, to support department processes and initiatives.
• Responds rapidly and appropriately to complaints, volatile patients, and clients; Initiates de-escalation, remedies and resolutions or elevates to appropriate leader or another staff member.
• Performs other duties as assigned.

Qualifications :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education / Experience :

High school diploma or general education degree (GED) required. One-year medical records experience preferred. Experience in a healthcare setting required. Detail oriented and strong organizational and communication skills. Knowledge and ability for data entry and retrieval using a standard keyboard. Superior customer service skills.

Language Ability :

Ability to read and interpret documents such as simple instructions, short correspondence, and memos. Ability to effectively present information to clients, patients, and other team members in the organization. Fluent in English. Spanish bilingual required.

Reasoning Ability :

Ability to apply understanding to carry out instructions furnished in written, oral, or schedule form. Ability to deal with problems involving a few concrete variables in standardized situations.

Must understand processes, define problems, collect & interpret data, facts, and obtain valid conclusions.

Proficient reasoning skills, demonstrated by consistent professionalism, with an ability to identify and address organizational needs, develop, and justify recommendations, and be responsive and clear in interacting with individuals at all levels, both internally and externally.

Certificates and Licenses :

None.

Computer Skills :

Demonstrate working knowledge of the Internet, Outlook, and Word. Ability to learn electronic health record software.

Work Environment and Physical Demands :

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the team member is exposed to a medical, dental office environment

having direct contact with patients and clients. Position necessitates bending, stooping, twisting, turning, walking, climbing step stools, sitting and standing for periods of time. Must be able to lift and maneuver 25 pounds.