Medical Records Specialist

Under general supervision, performs medical/psychiatric clerical office support and records maintenance assignments for assigned Mental Health counseling and treatment programs; schedules patients and maintains appointment information for medical staff; de-escalates difficult phone and clinic client interactions; prepare, scan and maintains a variety of medical records and correspondence into the electronic health record; maintains records of patient care; and performs related duties as required.

DISTINGUISHING CHARACTERISTICS

Incumbents perform a broad range of specialized and complex medical/psychiatric clerical office support and records maintenance assignments with considerable independence and initiative. They are expected to be thoroughly familiar with the policies and procedures of the Department and/or program where assigned.

EXAMPLES OF DUTIES:

· Performs a variety of clerical duties with minimum guidance and supervision involving the maintenance of permanent, legal and accurate records of patients medical care;

· Interprets, applies and ensures that the laws, rules, and regulations concerning record maintenance are upheld;

· updates and maintains client medical records and information;

· Provides administrative assistance to professional staff in the preparation of medical/psychiatric records, reports and correspondence, assuring that all intake/assessment/clinic notes are complete and signed by appropriate professional staff;

· Performs technical data entry of medical information into electronic health record;

· audits provider’s schedule to ensure accuracy of service plan, medication, and clients’ personal information;

· Takes and delivers messages, serves as receptionist, greets and directs visitors and calls;

· schedules patients for medical staff and maintains appointment schedules;

· Assists patients in the financial application process of qualifying for services;

· Performs routine clerical duties in the data collection of financial records, receives, processes and files various financial and clinical documents, may handle money transactions, performs specialized assignments, coding client files in accordance with established protocols and record systems procedures;

· Completes statistical and other information required to open and close cases;

· Obtains and records required monthly statistics;

· Works with other health care providers and agencies concerning patient care records and information;

· Within established guidelines, releases information to authorized persons;

· Responds to inquiries by providing information and referring calls;

· Determines the urgency of the calls;

· Performs related duties and special projects as required.

MINIMUM QUALIFICATIONS

Knowledge of:

Policies and procedures of the department and unit where assigned; knowledge of operations, services and activities of a medical office setting; principles and practices of medical record maintenance, filing and scanning; functions and procedures of a medical provider records system, including coding and related requirements; modern office practices, methods, and procedures; operation and use of office equipment including computers and assigned software; proper English usage, spelling, grammar, and punctuation; principles and practices of customer service; basic mathematics; telephone techniques including assessments of emergency status of calls; rules and regulations regarding medical records maintenance and information releases; basic medical and psychiatric terminology; and applicable state guidelines and regulations.

Ability to:

Perform a variety of complex office assistance and medical records maintenance assignments; interpret and apply policies, procedures, and regulations regarding the maintenance of medical records; schedule and maintain patient appointments; ability to translate information from medical reports and correspondence. Develop and maintain confidence and cooperation of patients and their families; prepare clear, relevant and accurate reports; handle and diffuse difficult and escalated situations; operate a variety of office equipment including computers and assigned software; effectively represent the Mental Health Departments in contacts with clients, the public, and other agencies; communicate effectively both orally and in writing; understand and follow oral and written directions; and establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience:

High School diploma or equivalent. Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Preferred 2 years of clerical experience, performing a variety of office support duties, one year of which includes work in a position requiring familiarity with medical terminology and recordkeeping systems.

OTHER REQUIREMENTS

This description lists the major duties and requirements of the job and is not all-inclusive. Not all duties are necessarily performed by each incumbent. Incumbents may be expected to perform job-related duties other than those contained in the documents and may be required to have specific job-related knowledge and skills.

Exact Billing Solutions Culture

Exact Billing Solutions is a supercharged environment propelled by collaboration through our philosophy: “Empowering Your Ambition.” The expectation for each team member is to provide a highly supportive high-performance work environment. Exact Billing Solutions team members are charged with:

• Identifying challenges and collaborating with team members to devise creative solutions and measurable outcomes
• Motivating team members to be their best while holding them accountable to maintain the company’s excellent service standards
• Establishing and maintaining open and honest communication, always sharing information
• Continual learning, teaching and development
• Leading and driving initiatives to completion

HIPAA

Team members are required to adhere to policies and procedures implementing HIPAA requirements for the privacy and security of protected health information. Team members are permitted to use and/or disclose only minimum amount of Protected Health Information necessary to complete assigned tasks.

Reports all suspected violation of company’s HIPAA policies or procedures to Human Resources.

Environmental Stewardship and Safety

• Team members are expected to adhere to facility safety requirements, report unsafe practices or equipment, and, if applicable, use the appropriate protective equipment as needed.
• Depending on role, and during the daily course of duties, team members may have to lift, twist, pull or push. Team members must be able to manage these activities up to 60 lbs.
• Any accident or incident must be reported immediately to a member of management for proper recording.

Candidates must meet the company’s hiring criteria to include a pre-employment background investigation and drug test. We are an Equal Opportunity Employer and a drug-free workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

We offer a competitive compensation and benefits package including a base salary with performance-based incentives, medical, deal, vision, short/long-term disability, life insurance and 401(k).

Team Members excluded from Federal Healthcare Programs.

Exact Billing Solutions operates facilities that receive federal funding and may not employ or contract with an individual or entity that has been excluded from health care programs (for example, Medicare or Medicaid). Accordingly, if a team member or agent has been excluded from or is under investigation and may be excluded, they must notify a member of management immediately.