Position Summary

The Medical Records Technician is responsible for the creation and maintenance of accurate and complete electronic medical records and ensures that appropriate patient records are available for scheduled clinics. Responds to requests for add-on patients, reviews patient charts post-visit to ensure information is complete, processes incoming and outgoing mail accurately and efficiently and tasks mail to clinical team members or providers, and processes and documents medical records releases and referrals.

Essential Job Functions and Responsibilities

• Prepares and maintains electronic medical records for upcoming patient visits according to chart prep guidelines; secures and reviews all necessary records from referring/other offices, imports and electronically files incoming information into the electronic record, and distributes to appropriate parties as needed.
• Responds to requests for add-on patient visits; works with clinical care teams and providers to ensure that records are available for add-on patient visits and responds to related phone calls during the day.
• Reviews patient charts post-visit to ensure all disclosure forms, authorization of care forms, and related items are signed and dated according to policy, and scans and files any information that was not imported into the electronic medical record. Assures information required to successfully measure and report care quality measures are properly documented.
• Processes interoffice mail and incoming faxes accurately and efficiently, and tasks mail to clinical team members or providers as required.
• Processes and documents medical records releases and referrals and ensures all necessary medical record release forms are on file as needed.
• Verifies lab/radiology results to lab/radiology orders and contacts lab/radiology regarding any errors.
• Updates EPIC chart with appropriate recall status for patient procedures.
• Responds to electronic tasks in a timely manner.
• Responds to deliveries and ensures the correct individual receives delivery.
• Assists to develop policies and procedures that aide in the maintenance of medical records functions and offers suggestions to improve department efficiency.
• Gathers information for chart audits as assigned.
• Takes minutes for HIM team meetings as needed.
• Scans inactive charts into gGastro via gScan when needed.
• Responds to electronic tasks in a timely manner.
• Performs other duties as assigned.

Minimum Qualifications

• Education
  • High School diploma or equivalent required.
  • Advanced training or certification in medical records management, transcription, medical secretary or related medical field preferred.
• Licensure/Certification
  • n/a
• Experience
  • One year of experience in an office/clerical role, specifically medical records, medical billing or insurance, or transcription preferred.