Job Summary: This purpose of this position is to perform cross-functional duties between Medical Records and Switchboard Specialist. The person holding this position will be considered an “Expanded Function” Call Center employee, performing the duties of both Medical Records Clerk and Switchboard Specialist, and other duties as assigned.
In Medical Records the employee will scan and index all pertinent patient information adhering to accuracy standards; send and receive all patient record requests, sort incoming faxes, sort incoming mail (US and courier), result orders, process outside messages from Epic.
In the Call Center, the Switchboard Specialist is responsible for answering incoming patient calls to assess the patient’s condition; make appointment; take messages and/or refer calls to medical personnel. She/he will answer all incoming calls and transfer to appropriate person or department.
This position is a part of the Call Center team and the person holding this position will be expected to fill the Switchboard and Medical Records duties as needed.
Essential Duties and Responsibilities:
In Medical Records

• Maintain all charts according to standard format
• Keep all medical records secure, according to VGMHC’s standards
• Organize incoming records and scan and index laboratory, EKG, E-ray, and other patient communications and reports in appropriate areas of patient charts
• Result VG orders.
• Process incoming Epic messages.
• Mail and/or fax patient information according to VGMHC’s protocol on confidentiality

In Call Center

• Determine whether an appointment is for routine care of for an emergent problem
• For emergent problems document in chart and transfer directly as appropriate
• For chronic or non-acute problems or routine care, schedule as available
• Accurately document all information in the patient’s chart
• Route all incoming calls to appropriate staff or take messages, as needed
• Answer CC phone and route calls in a courteous, timely and helpful manner
• Assist other CC staff as time permits, as needed
• Attend and participate in staff meetings
• Perform other duties as assigned
• Handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Extra Functions:

• Assist in training new staff
• Provision of hands-on support of call center staff, coaching and mentoring as needed
• Assist with developing procedures and workflows that promote efficiency and effectiveness
• Assisting in planning and coordinating special projects and events related to CC projects
• Ability to quickly change duties to meet staffing needs including trouble shooting issues
• Act as liaison between Medical Records Clerks and Switchboard Specialists.
• Perform other duties and projects as assigned from time to time by VGMHC management

Knowledge, Skills and Abilities Required:

• Knowledgeable in medical terminology
• Ability to handle highly confidential, sensitive and non-routine information
• Ability to work effective with staff members and external contacts
• Ability to work in a fast-paced, wide range environment
• Excellent communication skills, with proficiency in English & Spanish, both speaking and written language
• Proven record of sensitively to inter-cultural issues and diversity

Education and Experience Required:

• High School Diploma or equivalent
• Previous clinical and medical records experience, preferably in an ambulatory health care setting
• Basic computer skills using Microsoft Suite

Desired Attributes

• Multi-line telephone experience preferred
• Training or mentoring experience
• Prior clinical experience

HIPPA Requirements:
The person holding this position will have access to PHI during the course of her/his work activities. S/he is responsible for scheduling appointments, and taking phone messages from patients about medical issues and handling PHI for disclosures to outside entities. This person will also will sort incoming mail to the center and will thus need to recognize the content sufficiently to place the mail into the appropriate workflow. S/he also receives patient-specific scheduling requests from providers written in the progress notes of the medical record and would thus need access to recent progress notes. Applying the minimum necessary standard of HIPAA, the designated record sets to which this employee will have access include: the demographic and scheduling functions of the practice management system, progress notes of patient chars, and all incoming mail. This position will also perform medical records duties and, when performing those duties, will have access to PHI as per that job description, including but not limited to: all sections of the medical record, patient demographic information in the practice management system, and incoming records, reports, results, consultation, etc.
Behavioral Competencies:
Accountability

• Role model VG’s mission, vision, and shared values

Customer-Focus

• Listen to the voice of the customer and strive to delight them by exceeding their expectations

Teamwork

• If someone needs help, help them

Initiative

• Be innovative, apply fresh ideas, and continuously improve how you do your work

Confidentiality

• Maintain strict confidentiality and respect the privacy of others

Ethical

• Demonstrate integrity, honesty, and stewardship in all encounters at work

Respect

• Demonstrate consideration and appreciation for co-workers and patients

Communication

• Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Routinely use office equipment, not limited to:

• Computer – data entry and word processing
• Telephone
• Fax
• Copier
• Must be able to travel to different sites, as needed.