Job Summary: Maintain confidential medical records in an organized manner. Records Specialist Float is responsible for basic scanning and indexing of records, answering phones, retrieving electronic records, interdepartmental runs, SortBox. In addition, Records Specialist Float is also responsible for release of information (patient, medical facilities, insurance companies and other auditing companies), patient communications, and other duties as assigned. The Records Specialist Float, when positioned in West Wing is additionally responsible for preparation and delivery of pre-operative documentation to surgical sites. To process all incoming/outgoing mail and deliver it accurately and in a timely manner. To manage and track all certified mail. To arrange for FedEx pick-ups. To ensure forms are completed, paid for and possess the correct Release of Information prior to sending to recipient. Cover absences for HIM Staff and Mail Room Clerk including variable hours and duties.

Essential Functions:

• Ability to navigate internet sites to retrieve data electronically.
• Ability to use Epic’s release module to process and document record requests per HIPAA guidelines.
• Demonstrate telephone skills and good customer service techniques.
• Maintain patient confidentiality.
• Ability to sort, scan, identify and index incoming papers according to established protocols.
• Ability to fax confidential records accurately.
• Flexible response to changing needs and duties within department.
• Ability to use Epic
• Retrieve mail from Post Office.
• Open, sort and distribute appropriately all incoming mail.
• Deliver all incoming mail to all departments and individuals by 11:00am each day.
• Sort outgoing mail and prepares it for the mail service.
• Register process and track certified mail.
• Coordinate bulk mailings as requested.
• Coordinates the distribution and billing of forms to be completed by physicians. Upon validation of appropriate ROI, sends forms as directed.
• Processes, logs and distributes incoming medical records.
• Update/document addresses for returned mail.
• Process outgoing records request.
• Communicates to patients the requirements to process forms.
• Flexible to cover shifts for planned and unplanned absences for HIM team and Mail Room Clerk. This may include changing shift hours, working at a different station and/or working in a different department.
• Must be able to cover the duties of any HIM staff member or Mail Room Clerk.

Required Knowledge, Skills, Abilities:

• Ability to communicate clearly, professionally and courteously; effective listening, writing, spelling, and reading skills. Communication skills must support face-to-face, telephone and written communication methods.
• Ability to identify pertinent information from medical documentation.
• Ability to follow oral and written instruction.
• Basic computer skills; familiarity with keyboard, 10-key, mouse, word processing and basic Microsoft operating system functionality.
• Detail-oriented.
• Ability to work in a fast paced environment while maintaining a high accuracy rate.
• Organizational skills.
• Time management skills.
• Able to work as a team.
• Problem solving skills.
• Phone skills.
• Flexibility in shift hours and work environment/station.

Required Customer Service Skills: Employees of the Salem Clinic are required to consistently implement the Clinic’s “Principles of Customer Service” (described below).

• Smile – Provide a warm and friendly greeting in person or on the telephone.
• Assist – Be alert and responsive to opportunities to help patients and staff.
• Listen – Show interest, provides undivided attention, and use active body language.
• Eye Contact – Always provide eye contact at initial greeting, and at other feasible times.
• Mile Extra – Go the extra mile to meet other’s needs.
• Communicate – Keep people informed, respond to messages in a timely manner, and ask questions.
• Liaison – Initiate positive relationships with patients and staff members while meeting their needs.
• Individualize – Treat each person as an individual and look at things from their perspective.
• Notice Surroundings – Notice physical surroundings and what people need, take action if needed.
• Impression – Make a positive impression during each interaction.
• Choice – Choose to make the Salem Clinic a great place to work and to receive excellent care.

Required Teamwork Skills: Employees of the Salem Clinic are required to consistently implement the Clinic’s Essential Skills of Teamwork (described below).

• Alert and responsive to assist fellow workers without being asked.
• Puts needs of others before own.
• Offers constructive feedback in a nonjudgmental, positive, and confidential manner.
• Shows initiative and takes responsibility in dealing with interpersonal conflict resolution.
• Flexible in response to unexpected changes in work volume, scheduling and staffing.
• Takes responsibility for keeping informed.
• Assumes supportive role in the absence of supervisor.
• Recognizes, acknowledges and shows appreciation for the contributions of others.
• Promotes a positive work environment.

Position Number: 73-22F

Hours: Full time | 40 hours per week | M-F | 8-4:30p

Position Number: 73-12F

Hours: Full time | 40 hours per week | M-F | 6:30-3p