Medical Chart Prep Coordinator

Under the supervision of the Director of Operations, the Medical Chart Preparation Coordinator is responsible for obtaining and reviewing clinical documentation and physician referral information to ensure that clinical notes and diagnostic reports are available prior to scheduled patient office appointments. They ensure medical records are maintained in a manner compliance with ethical, legal and regulatory requirements of the medical services system.

Essential Functions:

• Prep medical charts for all scheduled appointments in an accurate, timely manner.
• Coordinates and manages all pathology sent to outside facilities and tracks results so provider receives in a timely manner.
• Scans and attaches documents in patient’s electronic medical record.
• Responsible for organizing and sorting patient information.
• Respond to record requests.
• Order, prepare, and generate appropriate medical records.
• Receive, screen and coordinate telephone calls from healthcare providers.
• Receive incoming correspondence and review/forward to appropriate staff.
• Daily data entry of medical appointments, special instructions, patient information/jurisdiction, and other instructions.
• Prepares and processes all referral paperwork as necessary.
• Gathers pertinent information from physicians, nurse practitioners, nursing staff, or others to complete referrals.
• Contacts various offices/facilities to obtain necessary appointments for completing referrals.
• Maintains referral records and files documentation.
• Responds to patient inquiries regarding health plan referrals.

Secondary Responsibilities:

• Perform a variety of administrative duties including but not limited to: answering phones; faxing and filing of confidential documents; and basic Internet and email utilization.
• Must exercise utmost diplomacy and tact to provide excellent customer service for patients; practices confidentiality and privacy protocols in accordance to policies and HIPAA requirements.
• Adheres to all policies on safety and security; maintains computer system passwords in strict confidentiality.
• Ability to safely and successfully perform essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain reasonably regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to come to work and work the regular shift for the position.
• Compliance with all personnel policies and procedures.
• Additional duties to be assigned from time to time by physician or management.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Qualifications:

Education and/or Experience

• High school diploma or equivalent
• Minimum of 3 years’ experience in handling medical records
• Prior administrative or clerical experience in clinical or community-based setting highly preferred.
• E-Clinical Works or other EMR software.
• Basic to intermediate computer knowledge and skills.
• Knowledge of medical terminology, anatomy and physiology, clinical medicine, surgery, diagnostic tests, radiology, pathology, pharmacology, and the various medical specialties as required in areas of responsibility.
• Excellent written and oral communication skills, including English usage, grammar, punctuation, and style.
• Ability to work independently with minimal supervision.
• Ability to work under pressure with time constraints.
• Ability to concentrate.
• Strong attention to detail and excellent organizational skills
• Excellent listening skills.
• Excellent eye, hand, and auditory coordination.

Certificates, Licenses, Registrations

None

Computer Skills

To perform this job successfully, an individual should have knowledge of Electronic Medical Record (EMR) and Practice Management (PM) softwares, Microsoft Office Applications, and the ability to operate basic Internet software. The individual should be able to operate a computer in order to accurately enter data into a database, search for information, send and receive email and attachments. Must use the internet to access schedules, research insurance information, etc. Work requires extensive work using a computer.

Other Skills and Abilities

Must be competent in; Time Management, Organization, Attention to Detail, Quality Focus, Professionalism, Productivity, Thoroughness, Coordination, Deadline-Oriented, Internal Communications, and Reporting Skills.

Must have:

• Interpersonal skills to work with end users.
• Experience with HIPAA and other Healthcare standards a plus.
• Excellent oral and written communication skills - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed.
• Ethics - Treats people with respect; Keeps commitments; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Supports affirmative action and respects diversity.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Reasoning Ability

Ability to apply common sense understanding to carry out simple one or two step instructions.

Ability to deal with standardized situations with only occasional or no variables.

Other Skills

Medical Records Coordinator may also be expected to have a level of visual and auditory acuity sufficient to meet the needs of their job tasks. Corrective equipment and devices may enhance the person’s ability to achieve the appropriate level of acuity.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand; walk; sit; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Environmental Exposure

None

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Medical records: 1 year (Required)

Work Location: One location

Salary : $33,400 - $42,300