What are the responsibilities and job description for the Medical Records and Referral Coordinator position at Piedmont Health Services?

About Piedmont Health Services

Piedmont Health Services, Inc. (PHS) is a 501(c)(3) nonprofit and Federally Qualified Health Center (FQHC) in North Carolina. Dedicated to delivering top-tier, accessible, and inclusive primary healthcare, PHS has proudly served for 54 years and remains the largest community health center in central NC. Operating 10 Community Health Centers, two PACE (Program of All-Inclusive Care for the Elderly) Senior Care facilities, and 2 Mobile Health Units, PHS extends its services to residents across five counties, including Alamance, Caswell, Chatham, Orange, and Lee.

What is PACE?

At Piedmont Health Senior Care, we are dedicated to enhancing the lives of seniors in our community through our Program of All-inclusive Care for the Elderly (PACE). We help seniors maintain their independence and continue living at home for as long as possible. We achieve this by offering comprehensive, personalized healthcare and related services, all tailored to the unique needs and aspirations of each senior we serve.

Our approach is unlike any other healthcare plan! PACE emphasizes a participant-centered strategy, focusing on providing the right care and services that best support each participant's unique needs and goals. We integrate and coordinate all aspects of care, leveraging a team of dedicated doctors, nurses, therapists, dieticians, and other specialized professionals who work together as a care team to manage and address the complete health needs of each.

Job Title - Medical Records and Referral Coordinator

Department - PACE

Reports to - Site Director

Benefits -

Medical, Dental, Vision, Life Insurance (Short & Long Term Disability)
403(b) Plan
Paid Holidays
CME (Continuing Medical Education)

About Position : The Medical Records and Referral Coordinator is responsible for maintaining an accurate and complete medical record per PHSC policy and procedure and for coordination of authorized participant appointments per PHSC policy and procedure.

Work Location : Corporate Administration Office

88 Vilcom Center Drive Suite 110, Chapel Hill, NC 27514

Schedule : Monday - Friday 8 : 00 am - 5 : 00 pm

Travel : As needed

Duties / Responsibilities -

Complete referral documents in the electronic medical record.

Schedule appointments for referrals, contact families and participants with referral times to include mailing an appointment reminder card as well as a courtesy reminder call prior to the scheduled appointment; coordinate referral times with the participant’s family first – if family is unavailable, arrange via PHSC Transportation Manager.

Match consultation documents with referral orders and close referrals out via the appointment database.

Work closely with Medical Records Coordinator to ensure consultation documents are processed efficiently and relevant goals are being met.

Schedule and coordinate outside appointments for participants based on days of attendance / time / availability of transportation services to include the coordination with clinical staff when an aide / family escort is needed.

Work with the Medical Providers to reschedule appointments as needed per our PHSC appointment guideline as well as based on transportation services availability.

Document appointments within Centricity and appointment database.

Notify Nurse Care Manager of any scheduled procedures and give forms to be filled out; need to go over with participant prior to the scheduled appointment.

Make weekly schedule for authorized appointments and distribute.

Complete appointment paperwork (chart note / rationale for visit / etc.)

Consistently follows authorization and referral policies and procedures to include maximum number of appointments that can be approved and arranged per day.

Audit medical records for being up-to-date and complete.

Ensure referrals are completed according to determined goals, and referrals reports for open, held, and closed

appointments are reviewed on at least a weekly basis with supervisor, providers, and Site Director.

Provides administrative support to the PACE Center as needed.

Ensures that Piedmont Health SeniorCare maintains an accurate and complete medical record as well as ensures the safety of participant confidential information, security of the facility and all data according to Federal and State Regulations.

Contacts outside offices for medical records, notes, images, follow-up and cancellations.

Ensures medical notes from specialty appointments, hospitalizations, etc are received and uploaded to the chart on a timely basis (no later than a week after appointment.

Close out the medical record of deceased and / or disenrolled participants.

Establishes and maintains medical records for each participant, including : requesting, scanning, uploading records, notes, images, follow-up and cancellations from external sources to include, labeling information once scanned into computer system as well as closes out referrals.

Achieves quality goals for medical records of a complete and accurate current medical record for every participant ,

Abides by all established SeniorCare policies, rules and regulations, including patient, staff and SeniorCare information.

Perform all other duties as assigned.

Qualifications -

Education : Associates Degree in relevant field required or 2-3 years of relevant experience, education, or certification.

Required :

Must be able to work effectively in a team environment.

Strong oral and written communication skills.

Must meet a standardized set of competencies established by Piedmont Health SeniorCare and approved by CMS before working independently.

Preferred : One year of experience with the frail or elderly preferred.

Current / valid License : None

Immunizations : Be medically cleared for communicable diseases and have all immunizations up-to-date prior to beginning employment.

Pay Range - $17.66 - $23.74

EEO Statement

Piedmont Health Services, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to sex, sex stereotyping, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), race, color, religion, ancestry or national origin, age, disability status, medical condition, marital status, sexual orientation, gender, gender identity, gender expression, transgender status, protected military or veteran status, citizenship status, genetic information, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

DEI Statement

Piedmont Health Services, Inc. (PHS) endeavors to maintain an inclusive workplace, one that is reflective of the patient population that we serve and the individuals whom we employ. We strive to incorporate inclusiveness throughout our work culture, including the way that we recruit, support, and retain employees. We believe that having employees from diverse backgrounds, cultures, and experiences is an asset. It helps us to view the world through different lenses embodying the perspectives, opinions, approaches, and values that our employees bring to work daily. In fact, inclusion is woven into the very fabric of our work life, which allows our employees to perform at their highest possible potential.

Salary : $18 - $24

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