Medical Records & Intake Specialist

Job Description

Job Description

Salary : 20.00, commensurate with

PRIMARY PURPOSE

The New Living Health Care, LLC Medical Records / Intake Coordinator will perform a variety of administrative, medical records and invoice billing tasks.

DUTIES AND RESPONSIBILITIES

The New Living Health Care, LLC Medical Records / Intake Coordinator responsibilities include the following functions and may be changed at any time based on the agencys needs.

• Process from Intake to CSW assignment, document as needed
• Obtain all necessary information releases of information and scan in chart
• File and issue medical records to individuals and / or agencies according to laws and regulations
• Help with departmental audit and investigations of medical records as required
• Make sure all medical records are protected and kept confidential by sing Release of Information
• Supply the Clinical team with the appropriate document and form as needed
• Completes clerical duties including answering phones and responding to emails accordingly within 24hrs or next business days
• Document No Shows and reschedule appointments as needed for missed intake appointments
• Provide following appointments and / or schedule next appointment upon completion of Intake
• Order supplies as needed
• Verify Medicaid and HMO for scheduled appointments for all Intakes
• Appropriately and accurately pull records for patient care, quality review, and audits in a timely manner.
• Observe confidentiality and safeguard all patient related information.
• Credential all clinicians as needed with CAQH and Medicaid / Medicare and HMO systems
• Responsible for coordinating the release of medical information to insurance companies, lawyers, state, and federal agencies and notify requesters when records are available.
• Responsible for processing subpoenas and court orders, at the direction of the HIMS director.
• Verify authorizations in accordance with NLHCS policies and procedures, state and federal laws.
• Ensure that all requests for records are stamped with date received and logged in the correspondence log book.
• Retrieve files for doctors deficiency errors in electronic and permanent files.
• Maintain a good working relationship within the department and other departments.
• Adhere to hospital requirements, policies, and standards. Provide excellent customer service.
• Filing of all records.
• Responsible for manning the main phone line in the department.
• All services must be accomplished and provided in compliance with the District of Columbias Mental Health Standards and regulations of NLHCS and all Federal, State and Local laws applicable.
• Participate in staff meetings, in-service training and staff development programs, conferences and related program as requested and / or required
• Attended all required training and mandatory meetings
• Resolve Red X on both billing and clinical side of Credible system. Alert clinician of correction needed.
• Assure all scanned items are attached the consumer chart no later than the end of the business day

Non-Essential Functions

Professional Requirements

Qualifications

Physical Requirements and Environmental Conditions

BENEFITS

This position is a full-time position which qualifies the selected applicant for New Living Health Care Services, LLC fringe benefits. The hours are traditional office work hours which are 9 : 00 am 5 : 30 pm; however, there could be some Saturday work requirements for this position. Please note that leave requests cannot be utilized until the probationary period has been satisfied.

Fringe Benefits are as follows :

Vacation : Full-time employees will earn 3.34 hours of vacation per pay period, up to a maximum of eighty (80) hours (2 weeks) every twelve months. Employees are not eligible to use accrued vacation time until they have successfully completed the probationary period.

Sick Leave : All full-time staff will accrue 3.33hrs per month up to 5 days (40hrs) per year.This leave carries over from one year to the next. Any absence due to illness in excess of three contiguous days must be substantiated by a doctor's note to be submitted upon the employee's return. Employees are not eligible to use accrued sick time until they have successfully completed the probationary period.

Bereavement Leave : All full-time staff will have three bereavement days annually for immediate family only. This leave does not carry over from one year to the next. Leave will be provided on the anniversary date of hire. Employees are not eligible to use accrued bereavement time until they have successfully completed the probationary period.

Holidays : Full-time employees will receive (9) nine paid holidays each year. An annual schedule will be published each year to notify employees of the holiday schedule for the year.

Health Insurance : NLHCS offers health insurance for all full-time employees after they have successfully met the (90) ninety day probationary period. NLHC will pay 50% of the premium and the employee is responsible for 50% of single coverage. The employees share will be deducted from their payroll check. Should the employee choose to add a spouse or dependent to their health insurance, the employee will be required to pay 100% of the additional premiums for family members.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED :

The applicant must be computer literate with proficiency in Microsoft Office Suite and Google Workspace. He / She also must be able to work in a team setting.

The applicant must have excellent oral and written communication skills and a comfort level in organizing and developing formal presentation skills before both small and large groups.

Also, the applicant must have the demonstrated ability with problem solving and negotiation skill sets.

The applicant must have outstanding time management skills.

The applicant must be sensitive, flexible and responsive to gender, race, ethnicity, socio-economic status, religion, age, sexual orientation or any other special needs as reflected in the ability to communicate with staff and / or consumers.

The applicant must respect the privacy of consumers in accordance with HIPAA standards and hold in confidence all information obtained in the course of consumers receiving professional services.

PHYSICAL DEMANDS :

The physical demands described here are representative of those that must be met by an employee to successfully perform 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 employee is regularly required to talk and hear. The employee is frequently required to walk; sit and use hands to finger, handle, or feel. The employees must be able to lift 25 -30 pounds related specifically to miscellaneous office assignments. He / she must be able to stand, walk, sit and drive as needed throughout the day for extended periods of time. The NLHCS Medical Records / Intake Coordinator must also be in good physical condition to perform job duties requiring frequent use of the entire body. The incumbent is required to frequently use a computer, phone, fax machine for extended periods of time. Frequently required to complete tasks in an environment where interruptions may be constant and background noise is present.

WORK ENVIRONMENT :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

EDUCATION & EXPERIENCE :

A Bachelor Degree or or formal education in medical records and invoice billing is required for this position. In addition, the incumbent must have two - three years of experience directly related to public health, the provision of social services, supportive services, personal care or related duties. MUST HAVE EXCELLENT COMPUTER SKILLS preferably Microsoft Office and Google Workspace.

SALARY RANGE- $37,000 to $45,760

DRESS CODE :

The NLHC dress code policy is designed to help all staff with providing a consistent professional appearance to our customers and colleagues. Our appearance reflects on ourselves and NLHC, The goal is to be certain that we maintain a positive appearance that projects professionalism at all times.

Dress Code Policy :

Employees are expected to dress in business and business casual on Mondays - Thursdays. On Friday, staff are allowed to wear casual attire unless the days task requires otherwise. Employees must always present a clean, professional appearance. Everyone is expected to be well-groomed and wear clean clothing, free of holes, tears, or other signs of wear.

TIME AND ATTENDANCE :

Timely and regular attendance is an expectation of performance for all New Living Health Care Services, LLC employees. To ensure adequate staffing, positive employee morale, and to meet expected productivity standards throughout the organization, employees will be held accountable for adhering to their workplace schedule. Excessive tardiness and absence from the workplace without prior authorization and not calling in to report late and absence episodes are grounds for termination of employment. NLHC requires staff to provide a 24-48 notice of an absence or tardy episode.

Salary : $37,000 - $45,760