Job Description: Medical Records Clerk

Reports To: Clinic Manager

Status:Full-Time Regular, Non-Exempt

Position Summary: Maintains complete medical records for order, accuracy and confidentiality. The incumbent will scan medical records into our Electronic Health Records system, process subpoenas, pre-authorizations, Diagnostic Imaging, and referrals follow up. Provides back up to the Medical Dept receptionists and other functions as needed. The IHC is a Patient Centered Health Home and all employees are an integral part of this model of care delivery.

Duties & Responsibilities:

• Arranges and maintain medical records to ensure proper order and easy retrieval and maintains confidentiality and security of records
• Verifies chart order, ensures that identification is on each page, and ensures that all forms have the appropriate signatures
• Process insurance verification and schedule appointments for diagnostic imaging
• Participates in the tracking process for the Cancer Detection Program
• Process and track incoming subpoenas/depositions Scans documentation of lab results, hospitalization and discharge forms and other documents pertaining to the patient
• Copies and releases medical records following proper policies and maintains HIPAA procedures
• Provides back-up to medical reception when needed: answers the telephone and triages calls; greets all patients arriving in the medical department in a friendly manner
• Performs various clerical tasks such as processing durable medical equipment, , scanning various documents and files, operating various office machines, and maintaining up-to-date office materials
• Maintains inventory of supplies when necessary to fulfill the function of the medical records clerk
• Attends appropriate meetings or in-service trainings as directed
• Maintains complete management of medication refills including: retrieval of medication refill faxes, handling of pharmacy/patient refill request messages, proper medication refill issuance in patient chart, faxing refill authorizations to the pharmacies, calling in refill authorizations over the phone, and filing all paper refill authorizations in the patients chart
• Recall inactive charts from the Re-Call off site management system
  • Participate as a proactive representative of the Patient Centered Health Home
  • Perform duties utilizing the Team-Based Approach
    • Performs other duties as assigned

Required Qualifications, Knowledge & Abilities:

• High school degree or equivalent required with a medical administration certification
• Will need 1 year of experience working in medical records department doing similar or like duties as described. Prefer clinical setting
• Able to read, write and speak English fluently 
• Bi-lingual in Spanish preferred
• Excellent organizational and customer service skills
• Ability to follow written and oral instructions and learn new procedures quickly
• Ability to stay calm while working quickly and with a high degree of accuracy
• Experience handling incoming calls from patients
• Knowledge of medical terminology, procedure codes, diagnosis codes, and medical records procedures preferred
• Flexibility, initiative, and reliability
• Familiarity with medical computer software and data entry
• Experience using Microsoft Office software packages (Word, Excel, and PowerPoint)
• Knowledge of & ability to work with the American Indian community & other minority populations
• Ability to maintain strict confidentiality
• Ability to function independently and as a team member within diverse environments as well as with a diverse staff composition
• Demonstrated ability to perform multiple administrative functions simultaneously in an accurate, organized, & efficient manner. Ability to multitask & thrive in a fast-paced, constantly changing environment
• Ability to carry out all responsibilities in an honest, ethical & professional manner and demonstrate good judgment

Physical Requirements:

• Ability to sit, stand and walk for extensive periods of time
• Manual and finger dexterity and eye-hand coordination sufficient to accomplish the duties associated with your job description
• Ability to lift up to 35 pounds
• Ability to stoop, squat, or bend frequently
• Corrected vision and hearing within normal range to observe and communicate with patients and professional staff

Working Conditions:

Exposure to all patient elements, including communicable disease and blood borne pathogens. Will be working in a fast paced medical environment which can be stressful and constantly changing conditions. Normal working hours are from 8:00 am until 5:00 pm with one hour for lunch. However, working hours may vary depending upon need. Will need to be flexible in performing tasks with limited discretion in making judgment decisions. 

Preference is given to qualified American Indians/ Alaskan Native in accordance with the American Indian Preference Act (Title 25, U.S. Code Section 472, 473 and 473a). In other than the above, the Indian Health Center of Santa Clara Valley is an equal opportunity employer including minorities, women, disabled and veterans.

Approvals/Acknowledgements