Job Summary: Maintain confidential medical records in an organized manner. Records Specialist II is responsible for all of the duties of a Records Specialist I (basic scanning and indexing of records, answering phones, retrieving electronic records, interdepartmental runs, SortBox). In addition, Records Specialist II 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 II positioned in West Wing is additionally responsible for preparation and delivery of pre-operative documentation to surgical sites.

Essential Functions:

• Ability to use Epic, SortBox and other computer systems.
• Ability to use Epic’s release module to process and document record requests per HIPAA guidelines in the following scenarios:
  • Records requests from other medical facilities to support continuity of care in both anticipated (e.g. care team requests) and unanticipated situations (e.g. out of area Emergency Department visits)
  • Records requests from DME suppliers to support CMS payment audits
  • Records requests from payers to support quality metrics and gap closures; e.g. HEDIS, HCC, STARS
  • Back-up for third party records release company for emergent record needs
  • Other requests as assigned
• Demonstrate telephone skills and good customer service techniques.
• Maintain patient confidentiality.
• Ability to sort, scan, identify and index incoming papers according to established protocols.
• Flexible response to changing needs and duties within department.

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.

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, provide 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.

Position Number: 73-26F

Hours: Full time | M-F | 40 hours per week | 8:30-5:00p