Job Title: Medical Records Clerk

Qualifications: High School Diploma or GED; Computer and typing skills; Organization skills; Submitting to and passing successfully a criminal record check and a drug screening test.

Hours: Monday through Friday 8:00 am until 4:30 pm Evening and weekend hours may be required.

This position reports directly to the Program Director.

Summary of Job Duties: Requires the employee to provide administrative support to the residential and IOP. This is accomplished by assisting with the day to day operation of the services by answering the phone, scheduling appointments and greeting consumers. This person is the one who represents the organization to the consumer and must be able to treat all individuals in a friendly, helpful manner.

Essential Duties and Responsibilities:

Include the following:

• Plans, organizes, directs and evaluates the overall operation of designated program
• Assist in policy, procedure and system development and implementation for the overall operation of the intake office including collection and deposits.
• Answers telephone in a polite, helpful manner and transfer to appropriate staff members, if necessary.
• Screens all potential consumers of services utilizing the phone screening sheet.
• Instructs all new admissions of the necessary documentation to be brought in for the first appointment.
• Schedules all appointments per agency policy for all clinician, nurse practitioners and psychiatrist.
• Greets consumers in a friendly helpful manner.
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
• Places reminder calls to all consumers are who are scheduled the next day.
• Maintains the central appointment book for all clinicians including the psychiatrist and the nurse practitioner.
• Ensures the accuracy, content and completeness of new client files.
• Refrains from assuming any duty that is unrelated to and/or interferes with the responsibilities of the position.
• Respond to an emergency situation in a timely fashion.
• Maintains complete accurate records for Sample Medication and Storage. This includes, but is not limited to logging all sample medications when received and logging out all medications when prescribed by the Psychiatrist or Psychiatric ARNP.
• Demonstrates the ability to work effectively with other team members, as part of a multidisciplinary team, and independently, when necessary.
• Other duties may be assigned when necessary.

Required Job Skills:

• Oral and Written Communication Skills
• Interpersonal Skills
• Ability to exercise good judgment, tact, diplomacy and compassion when problem solving, handling conflict or in a crisis situation
• Ability to complete record keeping in a timely fashion
• Ability to get along with diverse personalities and maintain effective working relationships
• Ability to work well with people of all races, backgrounds and needs
• Ability to work as part of a comprehensive community mental health team and to positively represent the agency in the community

Additional Responsibilities:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable the individual with disabilities to perform the essential functions.

• Physically able to reach, push, pull, stoop, bend, stand, walk and lift up to 20 pounds
• Possess a valid Kentucky Driver’s License and maintain a safe driving record if required for job performance.
• Apply and receive a certificate for being a Notary in the State of Kentucky if required for job.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations must be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works in outside weather conditions, may be off-site from normal office location or placed at a Residential Program.

The noise level in the work environment is mild to moderate.

Environmental Data and Job Hazards:

• Hours of work are structured 7.5 hour blocks of time but may be subject to irregular and/or flexible hours based on needs or demands.
• Position may require duties to include routine or reasonable anticipated tasks or procedures where there is a degree of actual or potential exposure to blood or other infectious materials.
• All staff are required to participate in yearly trainings regarding infection control and safety in the environment including hazardous waste and blood borne pathogens.
• All new staff must attend training regarding handling physical, verbal threats, acts of violence or other escalating and potential dangerous situations including when police need to be summoned.
• All staff must be certified in Cardiopulmonary Resuscitation within one month of employment and maintain the certification.