Medical Records Specialist

The Medical Records Specialist has primary responsibility and accountability for maintaining accurate patient records for the home health organization. Appropriately and accurately verify and process requests for charts to be pulled for patient care, quality review, and audits in a timely manner. Release information to patients, healthcare facilities and other entities with following all laws and regulations including HIPAA.

PRIMARY JOB DUTIES

Appropriately and accurately pulls records for patient care, quality review, and audits in a timely manner. Prioritize and complete patient related and revenue impacting tasks timely Observe confidentiality and safeguards all patient related information. Maintain a good working relationship within the department and other departments. Provide excellent customer service Effectively demonstrates the mission, vision and values of the Agency on a daily basis. Perform other duties as assigned.

1.0 60% QUALITY OF WORK:

1.1 40% Organizes and performs work appropriately and accurately in a timely manner as evidenced by:

• Prioritize tasks that impact revenue and patient care as top priority
• Pulls records for patient care, quality review, and audits
• Completes patient related tasks assigned
• Completes coordination notes requests assigned
• Completes assigned administrative tasks assigned
• Observe confidentiality and safeguards all patient related information.
• Collaborates with department manager when agency professional standards are violated.
• Follows all processes and procedures as they are outlined to be followed by the department manager.
• Access excel reports and perform basic sorting and filtering functions.
• Assists with incoming department calls.

1.2 20% Provide excellent customer service and good working relationship within the department and other departments as evidenced by:

• Responds to internal and external emails/voice mails within 2 hours.
• Demonstrates how to access and utilize Microsoft Teams channels and responds to direct messages timely.
• Responds to all customers and company employees in a courteous, sensitive and respectful manner.
• Maintains confidentiality in all professional areas and considers the needs of clients and their families, other employees, physicians, visitors, and all members of the community in an informative, courteous and compassionate manner. Complies with the Well Care HIPAA Policies and Procedures.

2.0 20% PRODUCTIVITY/USE OF TIME:

2.1 20% Maintains and adjusts schedule to enhance team performance as evidenced by:

• Maintain flexibility to support a hybrid work schedule
• Recognizing and performing duties in an independent manner.
• Attends department and agency scheduled meetings
• Reports to work on time and returns promptly from errands, breaks, and meals.
• Manages personal work schedule and time off to promote smooth agency operations.
• Assists other team members to ensure completion of all work assignments.
• Demonstrates flexibility with changes in workload/assignments.
• Does not exceed accrued PTO or qualified leave of absence(s).

3.0 20% MISSION, VISION, VALUES:

3.1 20% Maintains and promotes customer loyalty.

• Abides by the confidentiality and ethics policies of Well Care Home Health.
• In situational leadership, demonstrates the ability to respond positively to changing circumstances to maximize opportunity or minimize potential problem
• Not exceedable

JOB SPECIFICATIONS

Education: High school graduate with additional post-secondary education preferred.

Licensure/Certifications: None

Experience: Minimum of one year experience in medical records preferred with home health experience a plus.

Essential Technical/Motor Skills: Working knowledge of Word, E-mail, typing of 30 wpm, basic technical or medical knowledge of home health. Advanced customer service and organizational skills with the ability to perform a variety of tasks efficiently.

Interpersonal Skills: Teamwork and communication skills essential. Demonstrates positive interpersonal relations in dealing with all members of the team

Essential Physical Requirements: Long periods of sitting or standing, walking, lifting and carrying files, reaching, stooping, long periods of data entry.

Essential Mental Abilities: Ability to concentrate with large volumes of paperwork and data entry, handle pressure of deadlines, good judgement, ability to follow procedures, ability to work independently.

Exposure to Hazards: Office environment, toner for office machines, high pitch of printers.

Other – Hours of Work: 40 hour week; 8:00 am – 5:00 pm, Monday – Friday. Overtime may be required during peak workloads or increase in volume.