Medical Records Coordinator

Job Description

Position: Records Room Coordinator

Reports to: Support Staff Supervisor

Education/Experience: High school diploma or general education degree (GED) and one year related experience and/or training, preferably in a clinic environment

Special Skills: Proficient in Microsoft Office Suite and familiar with internet navigation; ability to read and interpret documents; proficiency with written and oral communication; strong attention to detail; familiarity with the English alphabet; ability to multi-task; work independently under little supervision

Overall Responsibility: Responsible for sending and receiving records based on HIPAA guidelines and all records maintenance while keeping the records room organized. Pull and organize charts for next day appointments. Pull charts requested by clinicians, the medical receptionist and for medical records processing. Return charts to the appropriate location when not in use. Oversight of closing of charts and purging charts based on mental health record retention guidelines.

Records Room Staff Duties and Responsibilities include the following:

• Prints designated reports for the clinicians’ schedules for the following business day
• Prints/Uploads ePDMP for upcoming appointment as requested by prescriber
• Pulls all charts per the reports and completes a form for any that cannot be located
• Prepares new paper charts, printing requested documents, for new patients for those clinicians not using electronic medical records
• Creates temporary chart for Neuropsych Testing appts – scan/uploads all testing data
• Checks the to be pulled bin upstairs frequently throughout the day, completes an out card, pulls those charts and distributes them to the appropriate locations
• · Files back all charts that are placed in the basket upstairs as well as the cart downstairs
• Locates missing charts by investigating to determine where the chart may have been most recently and looking in all possible locations
• Manages changes in schedules for the following business day due to additions or cancellations
• Coordinates the closing of charts (both paper and electronic)
• Meticulous upkeep of Closed Chart Spreadsheet
• Files loose paperwork in to the proper chart
• Ensures forms are properly aligned when scanned into electronic health records system
• Takes care to ensure scanned documents are being uploaded into the correct patient’s electronic medical record
• Establish a uniform and consistent electronic records labeling system
• Determines action to be taken on incoming faxes and documents
• Requests retrieval of closed charts from our offsite storage location for reregistration or records request fulfillment
• Thins and organizes charts as needed
• Repairs or replaces charts that are torn or damaged
• Generates report for patients not seen in one year to determine, with the clinician of record, if the chart should be closed
• Coordination of closing charts when a clinician retires
• Upkeep of Chart Room Instructions and Helpful Information for all chart room staff to use as a working guide
• Maintains the organization of the records room
• Receives and processes all incoming records requests. Sends confidential records according to HIPAA guidelines
• Process requests for necessary incoming records
• Other duties as assigned

Terms of Employment: This is a full time, non-exempt position, 40 hours per week, Monday through Friday

Physical Requirements: Combination of sitting, walking, standing, stooping, reaching and bending; ability to lift and move up to 20 pounds; frequent use of hands for typing, writing and pulling charts; speaking and hearing

Qualifications: To perform this job successfully, an individual must be able to perform all duties and responsibilities satisfactorily. The individual is required to meet deadlines, multi-task, and problem solve. The individual must follow all company policies and procedures and strictly maintain patient and practice confidentiality at all times.

Job Type: Full-time

Pay: $19.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• Flexible spending account
• Health savings account

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Experience:

• Records management: 1 year (Required)

Ability to Commute:

• Shorewood Hills, WI 53705 (Required)

Work Location: In person

Salary : $19 - $20