The Medical Records Specialist is the primary contact for all records related matters. They are responsible for processing and organizing records in compliance with regulatory and accrediting agencies, as well as state and federal laws. The Medical Records Specialist ensures accuracy and completeness of records by processing and auditing charts, documenting and communicating all actions, irregularities and continuing needs appropriately, and coordinating correction of errors when discovered. They handle the storage and retention of all patient charts, respond timely to requests for medical records, and keep medical records up to date. The Medical Records Specialist serves and protects Peak Gastroenterology Associates community by adhering to professional standards, hospital policies and procedures, all federal, state, and local requirements and TJC standards.

Essential Duties and Responsibilities:

• Initiates the medical record by creating and processing the patient care record folder and scanning patient records into the electronic medical record (EMR).

• Gathers patient data by collecting demographic information from a variety of sources including, interacting with registration areas, physician offices, and retrieving information from automated printer.
• Maintains record availability by processing charts into the department, using appropriate chart mark-off procedures and retrieves records by following appropriate chart-out procedures, documenting any reasons chart cannot be retrieved for follow up purposes.
• Determine records to be released by reviewing requestor information in accordance with HIPPA guidelines and obtaining pertinent patient data from various sources, including electronic, off-site, or physical records that match patient request.
• Annotate release of information in the EMR for tracking purposes.

• Process records request from outside facilities and prepares medical records for patient pick up or routing to other healthcare entities as requested.
• Verify referral status requests and communicate with requesting facilities, faxing records per request.

• Process Insurance Audits to include third party providers.
• Handle and record payment requests.
• Compile, bill and execute all medical record requests in compliance with HIPPAA regulations.
• Track procedures for Medical Assistants by systematically going through generated scheduling lists and verifying that procedure and pathology reports have been completed and letters have been sent and/or recalls are entered.

• High school diploma or equivalent
• Minimum of 2 years of experience in a medical office, hospital, outpatient surgery center, or related field
• Proficiency in MS Excel and Word