Medical Records Specialist

Department: Quality & Compliance

Reports to: Director of Quality & Compliance

Pay Range: $19.25 to $22.50 per hour (DOE/DOQ)

Workdays: M-F 40 hours per week

Benefits:

* Medical, Dental & Vision Insurance

* Vacation, Sick Leave, Float Days & Paid Holidays

* 403(b) Retirement Plan

* Life Insurance

* Long Term Disability

* Wellness Program

* Employee Assistant Program

* LifeFlight Membership

* Education Allowance

JOB PURPOSE: Provides highest quality internal and external customer service, collaborating with agency staff and community partners to support client care goals through effective management of protected health information; Performs all functions and duties of the Medical Records Department in a timely fashion and in compliance with applicable regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

* Maintains operational understanding of all HIPAA, WAC, RCW, and CFR Regulations that relate to the confidentiality of Medical Records, seeking regular supervisory consultation.

* Verifies validity of authorizations, with respect to the intent of the client and the letter of the law.

* Provides relevant Protected Health Information (PHI) guidance and assistance to staff as requested.

* Documents all records requests and releases, tracking the flow and ensuring compliance with required fulfilment timelines.

* Ensures client documents are scanned and attached properly for use within the electronic health record system.

SECONDARY DUTIES AND RESPONSIBILITIES:

* Maintains familiarity with and handles client information in accordance with, Federal Regulations (42 CFR Part 2) and the Revised Code of Washington (RCW 71.05.390 and RCW 71.24) and other applicable laws pertaining to confidentiality of client and staff information.

* Maintains physical security of confidential materials and assigned Agency property.

* Provides archive chart maintenance and scanning of historical records.

* Supports Agency staff in the use of Carelogic and other records systems.

* Promotes a department culture of Continuous Quality Improvement that supports the objectives of a Team Based Care model.

* Other related duties as assigned.

PERFORMANCE EXPECTATIONS:

* Accomplishes assigned duties and responsibilities in a timely, efficient manner in accordance with agency policies, applicable laws, and standards of excellent customer service.

* Maintains positive and productive communication with Supervisor, Clients, Community Partners, and Coworkers.

* Maintains attendance and punctuality standards necessary for effective job performance.

REQUIRED EDUCATION, LICENSE(S), CERTIFICATION, AND EXPERIENCE:

Education: High School Diploma or GED

Licensure: N/A

Experience: Experience handling protected health information or other confidential materials; Experience working with electronic record systems.

Additional agency requirements:

* Must be able to pass a pre-employment drug test and background check

* Must be able to provide vaccination records for MMR, HepB, Tdap and recent flu shot

KNOWLEDGE, SKILLS, AND ABILITIES:

Essential:

* Ability to use desk top computer with proficiency in use of electronic mail, Internet, and common business applications software.

* Ability to work effectively within the electronic health record system.

* Knowledge of standard business letter composition; ability to prepare and edit documents for grammar, punctuation, spelling.

* Ability to use common office machines, including copier, and facsimile machine.

* Knowledge of standard office practices and procedures

* Written and oral communications skills, including ability to compose routine office correspondence.

* Ability to exercise good judgment in evaluating situations, making decisions, and following written and oral directions.

* Strong interpersonal skills and ability to interact in a pleasant and professional manner, both in-person and on the telephone

* Able to prioritize, organize, work effectively, and meet deadlines with minimal supervision and with frequent interruptions.

* Ability to multi-task

* Ability to analyze variable information, recognize anomalies, and reach accurate decisions.

* Knowledge of filing and indexing techniques

* Good oral and written communication skills

NATURE AND SCOPE:

Physical Demands:

* Occasionally standing/walking/twisting/reaching

* Occasionally lifts supplies and equipment.

* Required Protective Equipment: maintain Standard Precautions and use barriers (gloves, masks, aprons, goggles) appropriately in all potential exposures to body fluids.

* Able to maintain ergonomically correct posture while at computer or while providing functions of Medical Records

Cognitive Skills:

* Advanced verbal and written communication skills

* Understanding of principles for effective teamwork, including listening, collaboration, honesty, and responsibility.

Working Environment:

* May be exposed to infections and contagious diseases.

* Works in a clean, well-lighted and ventilated office

* Occasionally exposed to patients exhibiting assaultive behaviors

Working Demands:

* Frequent pressure due to multiple calls, inquiries, and interruptions

* Contact with staff under a wide variety of circumstances.

* Subject to varying and unpredictable situations

* Manage collaboratively with other members of PBH staff.

* Maintains familiarity with and handles client information in accordance with Federal Regulations (42 CFR, Part 2), the Revised Code of Washington (RCW 71.05.390 and RCW 71.24), and other applicable laws pertaining to confidentiality of client and staff information.

Principal Challenges:

* Overseeing Medical Records functions while performing Medical Records Specialist I duties

* This could be a physically demanding job requiring lifting and bending to perform the duties.

* Performing repetitious activities such as scanning, alphabetizing, and filing

* Maintaining professionalism under a wide variety of sometimes stressful circumstances with constant interruptions

* Peninsula Behavioral Health does not discriminate because of a person's presence of any sensory, mental, or physical disability, race, creed, color, national origin, sex, sexual orientation, gender identity including transgender status, marital status, pregnancy, childbirth, and pregnancy-related conditions, age (40), honorably discharged veteran or military status, or use of a trained dog guide or service animal by a person with a disability, state employee or health care whistleblower status.