The Medical Records Clerk works closely with outside entities, and provides support to Providers and patients who are seen, served, and treated by the San Diego Cardiac Center (SDCC). The duties and responsibilities of the Medical Records Clerk are the management of records. Responsible for new patient processing, records release, and compliance with state and federal regulations, as well as HIPAA. On occasion, the Medical Records Clerk may also be asked to perform additional responsibilities to ensure the continuity of operations throughout SDCC.

PRIMARY DUTIES AND RESPONSIBILITIES:The primary job function required of our Medical Records Clerk includes the following, but is not limited to:

• Work closely with administration and staff to support the requests from patients and outside entities with obtaining records to support the patient's care
• Scrub charts for what is needed prior to patients' appointments, including hospital records
• Retrieve, collect, and prioritize all requests for medical records made through the organization, patients, and affiliates
• Record and track all records requests, releases and authorizations within the Electronic Medical Record HPI
• Verify legitimacy, accuracy and authority of all such requests and then process and invoice as appropriate
• Abide by, adhere to, and conform to all applicable organizational, local, state, and federal regulations including 42CFR Part 2
• Review, develop, and implement standards and procedures for processing medical records requests with administrative support
• Maintain an up-to-date understanding of applicable policies, processes, laws, and regulations
• Report breaches, instances of non-compliance, patient complaints, problems, or similar instances to the Scheduling or Clinical Manager in an effort to protect patient HPI
• Assist patients, staff, and affiliates with medical records requests and questions
• Participate in improving quality throughout the organization
• Document in the EHR any pertinent patient communication - EPIC experience a plus
• Respond to tasks/messages created in the EHR; responsible for communicating any patient concern to the appropriate Provider; bring any relevant data that will guide the Provider in the decision-making process
• Be a team player: Identify how you might assist fellow team members during daily operations to ensure a smooth flow of clinic/office hours
• Always represent SDCC and its staff and Providers in a professional, courteous, and respectful manner on or off the property
• Perform other duties as assigned or requested

CORE COMPENTENCIES AND EXPECTATIONS: A successful Medical Records Clerk will possess the necessary core competencies and meet the general expectations, such as:

• Minimum 1 year of experience in a healthcare setting, preferred
• Effective communication skills to converse clearly over the telephone and in person
• Exceptional organizational and time management skills to manage multiple priorities while remaining professional and calm
• Attention to detail to maintain a high-volume level of accuracy; ability to work independently and perform functions with minimal supervision; be self-directed; flexible; and prioritize
• Technological skills, such as using word processing, spreadsheet programs to track data, Adobe Acrobat, knowledge of scanning programs and capabilities
• Interpersonal skills to interact positively with many diverse individuals
• Be punctual and maintain a positive attitude and a professional appearance
• Excellent customer service skills and working knowledge of general office duties
• Works well in an environment with firm deadlines; results oriented; ability to work independently and as part of a team
• Consistently demonstrate and promote the values of respect, honesty, and dignity for all patients and SDCC team members and be committed to the constant pursuit of excellence and teamwork

WORKING ENVIRONMENT:

• Physical demands:
  • The position is regularly required to sit for prolonged periods of time
  • The incumbent may occasionally lift and/or move up to 25 pounds
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions
• Working Conditions:
  • Ability to function in a fast-paced/high-stress medical office environment, which may involve dealing with a high traffic volume of people and stressful situations requiring the ability to think clearly; respond quickly; and to be able to perform multiple tasks simultaneously