Medical Records Specialist

The medical records and paperwork coordinator is responsible for quickly processing all medical record requests, disability and FMLA paperwork, obtaining signatures of providers and completing tasks in a timely manner. The position reports to the clinic coordinator and/or head medical assistant in the clinic.

Key Responsibilities for Role

• Timely and efficient processing of FMLA and disability paperwork, DHS Medical Needs Forms

• Timely and efficient processing of home care orders and CERTIFICATION & PLAN OF CARE

• Responding to medical record requests in a timely and efficient manner with accurate and complete paperwork

• Processing CMN's and DWO's

• Communicating with patients, partners, and vendors professionally via fax, phone calls and returning messages Faxing - one day you may not have a lot to fax, the next day you'll spend plenty of time in front of the fax machine.

• Scanning documents, distributing sensitive medical information, and attaching information to the EMR

• Setting and managing expectations with patients about the time to turn around requests, ensuring that patient satisfaction and understanding of timelines is always high

• Ability to multitask, stay organized, file and manage paperwork on a large and continuous scale

• Ability to verify with ease when an order or request has been processed, fulfilled, completed

• Ensure work is being completed for only MHS patients

• Ensure services are being provided to only current patients of record/patients that have an established relationship with MHS

• Build relationships with all providers, staff, and clinic managers across MHS locations

• Enforce and follow all HIPAA guidelines and regulations

• Submit authorizations to health plans

• Communicate with other practices and medical offices in professional and friendly manner

• Support overflow work and cross-train with staff responsible for RX refills and referrals to other practices

• Manage the reporting and communication associated with tracking lab results and referrals in the EMR

Key Performance Indicators

• How large is the backlog of requests and orders that need to be processed?

• Are patients complaining about the time to turn around requests, the number of times a request must be made, or other customer service issues?

• Are you working in partnership with the hospitals to meet the expectations for patient care and communication with vendors?

Performance Expectations: 30 Days

• FMLA and disability paperwork consistently managed well, no backlog exists, ensuring that all paperwork is processed in a five-business-day window

• Home care orders are kept up to date, processed in timely manner, no real backlog exists

• Voicemail messages are returned within one business day - maximum

• DME orders are processed in timely manner

• Ensuring faxing activities are not backlogging the machine/the machine is operational

Performance Expectations: 60 Days

• Filing system exists and employee knows where to find every form and document easily

• Any provider or caregiver should be able to go into a chart, and be able to say, "That was done on this date.”

• Check in/check out should not have to call every time someone comes in looking for completed paperwork, if it's scanned into the patient's chart. They should be able to: A) either find the patient's copy in the accordion file up front; or B) be able to go into the patient's chart and print off a copy.

• Workpile should not be more than seven days old. If someone calls and says I have faxed that 2 or 3 times, then employee should be able to find it without looking too hard.

• Is the employee comfortable using the EMR, and are lab results and referral orders being tracked, reported on, and managed on a consistent and productive basis?

• Has the employee learned the basis of RX and referral management services?

Performance Expectations: 90 Days

• Paperwork should be current, up to date, no more than 7-10 days old.

• Everything that needs to be faxed is done, completed and sent to appropriate receivers/companies in a timely manner.

• The employee should know if the patient has turned in any paperwork, and if it's complete; if not complete, have they contacted the patient to ask questions and talked with their provider about anything they may be unsure of.

• FMLA and Disability papers should be current, within the 10 day grace period we ask our patients to allow.

• How is your workload? The employee should feel "current".

• If a provider asks the employee about a certain patient, the employee should be able to give them an answer quickly.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person