Position Summary

The Medical Records Specialist is responsible for processing all release of information, specifically medical record requests, in a timely and efficient manner ensuring accuracy and providing customers with the highest quality product and customer service. The Medical Records Specialist must always safeguard and protect the patient's right to privacy by ensuring that only authorized individuals have access to the patient's medical information and that all releases of information are in compliance with PrimeCare’s policy and HIPAA regulations.

Duties and Responsibilities

1. Reviews all medical records forms for completeness and ensures that each provider has initialed, dated, and signed all paperwork before being scanned.
2. Sorts, maintains, and scans documents, correspondence, labs, and tests into the electronic medical record within 24 hours following established chart organization.
3. Ensures that all forms are signed and dated by the front-end staff and the patient.  
4. Adheres to established timelines to ensure that documents such as labs and x-rays are scanned within 24 hours.
5. Ensures HIPAA, consent for treatment, and other required documents are updated annually and in the medical record.  
6. Monitor and complete tasks in the medical record inbox, un-configured inbox, practice inbox, etc.
7. Receive and process requests for patient health information in accordance with PrimeCare’s policies and procedures.
8. Maintain confidentiality and security with all privileged information.
9. Maintain working knowledge of the EMR software.
10. Adhere to the PrimeCare’s Code of Conduct and policies.
11. Inform manager of work, site difficulties, and/or fluctuating volumes.
12. Assist with additional work duties or responsibilities as evident or required.
13. Consistent application of medical privacy regulations to guard against unauthorized disclosure.
14. Responsible for managing patient health records.
15. Responsible for safeguarding patient records and ensuring compliance with HIPAA standards.
16. Prepares new patient charts, gathering documents and information from paper sources and/or electronic medical record.
17. Ensures medical records are assembled in standard order and are accurate and complete.
18. Creates digital images of paperwork to be stored in the electronic medical record.
19. Responds to requests for patient records, both within the facility and by external sources, retrieving them and transmitting them appropriately.
20. Answering of inbound/outbound calls.
21. May assist with patient walk-ins.
22. May assist with administrative duties such as handling faxes, opening mail, and data entry.
23. Generates reports for manager or facility as directed.
24. Participates in project teams and committees to advance operational strategies and initiatives as needed.
25. Other duties as assigned.

Physical Demands

1. Must be able to move around the clinic site 50% of the time.
2. Constantly operates a computer, computer printer, copy machine, and telephone.
3. Occasionally positions self to maintain exertion of physical strength to move objects of 10 pounds from one level to another.
4. Must be able to transport from one site to another.
5. Must be able to cover other shifts as necessary

Required Knowledge, Experience, or Licensure/Registration

1. High School diploma, G.E.D., or work experience commensurate with work experience
2. Two years previous medical office experience (preferred)
3. Computer experience
4. Bilingual (English/Spanish) preferred
5. Good communication and interpersonal skills
6. Strong customer service skills
7. Ability to organize and manage multiple tasks
8. Comfortable bringing new ideas, process improvement suggestions, and feedback to management

Comprehensive Health Insurance Benefits through BCBS of IL: 

• Health Insurance (HMO/PPO)
• Dental Insurance (HMO/PPO)
• Vision Insurance 
• Short/Long-Term Disability Insurance 
• Group Life Insurance 

Other Benefits Include: 

• 403(b) Retirement plan with employer match 
• Pension Plan
• Voluntary Life/ AD&D 
• Flexible Spending/Dependent Care Accounts 
• Annual CME Allowance and CME PTO (Providers Only)
• Paid Time Off
• 3 Personal days per calendar year
• 7 Holidays per calendar year
• Employee Assistance Program 
• Tuition Assistance Program
• Off-the-job Accident Coverage
•  Employee Referral Program 
•  Internal Growth Opportunities 

PrimeCare Community Health is part of the National Health Service Corps, as such, you would be able to participate in their Loan Repayment Program.  For more information, please visit their website at https://bhw.hrsa.gov/loans-scholarships

In accordance with Illinois Executive order 2021-20 (COVID-19 No.87) effective on August 26, 2021, in conjunction with the Federal CDC guidelines, COVID vaccinations are now a requirement for PrimeCare Community Health as well as many other Healthcare Organizations. Proof of full vaccination is required prior to the beginning date of employment. If you have a medical or religious contraindication, please inform Human Resources when the offer is extended. 

PrimeCare Health is firmly committed to creating a diverse workplace and is proud to provide equal employment opportunities to all applicants. Therefore, PrimeCare does not discriminate on the basis of creed, color, national origin, sex, gender identity, sexual orientation, age, religion, marital or parental status, alienage, disability, political affiliation or belief, military or military discharge status.