Medical Records Specialist

JOB TITLE:           Medical Record Specialist

DEPARTMENT: HIM

REPORTS TO:     Medical Records Supervisor

POSITION SUMMARY:

• Is accountable for the delivery of consistently high quality effective and efficient entry of information into the computer system.
• Functions under the supervision of Medical Records Supervisor.
• Ensures appropriate organizational practices are in use.
• Promotes good public relations through contacts with patients, practitioners, visitors, employees, peers and the public at large.
• Maintains confidentiality of patient information.

POSITION ACCOUNTABILITIES

ESSENTIAL FUNCTIONS:

1. Collects emergency room, inpatient, outpatient, and swing bed records from their respective departments on a daily basis.
2. Assembles outpatient, emergency room, inpatient & swing bed records according to specific guidelines making sure appropriate test results are incorporated into the medical file.
3. Scans all outpatient, emergency room, inpatient and swing bed once sorted and assembled.
4. Ability to read and comprehend a large variety of memos, insurance requests, business letters, physician orders, nursing notations, diagnostic department reports and other information contained in patient’s records.
5. Answers the telephone and performs necessary tasks.
6. Routes & retrieves records needing signatures to clinic areas, the ER, and surgical departments.
7. Maintains a log of medical records requests to ensure timely completion, and ensures that all requests are processed within 30 days of receipt.
8. Utilizes the EMR Software program to locate patient information on the financial and the clinical side.
9. Handles requests for information following required guidelines.
10. Abides by changes within the department.
11. Obtains required signatures on forms according to established procedures and ensures information recorded is complete and accurate for processing of charges and billing.
12. Processes incoming and outgoing telephone calls efficiently, politely and quickly as possible while responding to inquires according to established policies for release of information.
13. Promotes a positive hospital image to patients and physicians by possessing a professional appearance and attitude.
14. Assists in maintaining established departmental policies and procedures, objectives, quality improvement program, safety and environmental standards. 
15. Assists in maintaining departmental reports and records as directed.
16. Assists in implementing department specific goals and objective in keeping with overall organizational goals and objectives.
17. Assists in maintaining adequate and effective communication between Medical Records/Business Office and ancillary departments for problem solving.
18. Interacts with others (on the phone or in person) in a positive, professional and appropriate manner.
19. Works cooperatively with others.  Has respect for and an understanding of the contributions of all team members.
20. Attends required meetings and participates in educational programs and in-service meetings.
21. Protects patient confidentiality by promoting appropriate staff communication practices.   
22. Works shifts as required.
23. Performs other related duties as assigned or requested.
24. Understands HIPPA and the guidelines that must be followed in order to effectively protect the patients privacy.

POSITION QUALIFICATIONS

MINIMUM EDUCATION

High School Graduate or GED

PREFERRED EDUCATION

High School Graduate or GED

MINIMUM EXPERIENCE

1 – 2 years with basic understanding of medical terminology

PREFERRED EXPERIENCE

3- 5 years with basic understanding of medical terminology