Description

Job Summary: The medical records clerk is responsible for managing patients' health records and history. Their main duties include helping conduct audits, gathering and filing patient information and processing discharge papers. The medical records clerk will report to the Business Office Manager.

Essential Duties and Responsibilities:

• Determines records to be released by reviewing requestor information in accordance with HIPAA guidelines and obtaining pertinent patient data from various sources, including electronic, off-site, or physical records that match patient request.
• Answer phone calls concerning various medical record requests / issues.
• Responds to walk-in customers requesting medical records and logs information provided by customer into database.
• Responds to and processes requests from physician offices on a priority basis and faxes information to the physician office in a timely manner.
• Scans medical records into database.
• Complies with site facility policies and procedures.
• Reviews policy and procedures and recommends updates to management.
• At specified sites, responsible for handling and recording cash payments for requests. Manages workflow among on-site employees at multiple client sites to ensure maximum productivity and quality standards are met.
• Adjusts work assignments as needed to cover peak periods, leave and vacancies at the staffed hospital sites.
• Provides coverage in the event of backlogs, illness, vacation or leave at front desk when there are staff absences.
• Promotes a positive self-image, with emphasis on customer service by treating patients, co-workers, and surgery center personnel with courtesy and respect. 
• Responds to customer needs in a positive and efficient manner.
• Compiles patient records in a consistent and uniform manner (in terms of content, format, and sequence of information).
• Audits patient charts for appropriate, legible, and complete documentation, routes charts for completion where necessary, and re-audits charts for completeness.
• Pulls charts for doctors to sign each day. Maintains log documenting the routing of patient’s charts.
• Files completed charts in a timely manner. Notifies Executive Director of incomplete charts approaching 30 days.
• Quarterly inventory and purge of medical records for offsite storages.
• Retrieves dictated history and physical reports for patient’s charts prior to surgery.
• Uploads images and signed op reports to patient charts to ensure chart completion.
• Pulls and categorize charts for Medical Executive Committee quarterly review.
• Other duties as assigned.

Requirements

Knowledge, Skills, and Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Demonstrates proficiency using computer applications. 
• One or more years’ experience entering data into computer systems. 
• Demonstrates the ability to work independently and meet production goals established by MRO.
• Strong verbal communication skills; demonstrated success responding to customer inquiries.
• Demonstrates success working in an environment that requires attention to detail.
• Proven track record of dependability.
• High School Diploma/GED required.
• Prior work experience in Release of Information in a physician’s office, surgery center, or HIM Department is preferred.
• Knowledge of medical terminology is a plus.
• Knowledge of HIPAA regulations are preferred.