What are the responsibilities and job description for the Medical Records Specialist position at Coastal Eye Associates?
Company Overview
At Coastal Eye Associates (CEA), we take great pride in treating each patient with kindness, patience, and compassion. We are a family-oriented practice and are especially sensitive to the special needs of our seniors. We have several locations including Webster, Gulf Freeway, Pasadena, Texas City, and Alvin. Coastal Eye Associates is affiliated with EyeSouth Partners, an eye care physician services organization committed to partnering with leading physicians to build a premier network of eye care services throughout the Southeast.
EyeSouth’s affiliate network currently consists of over 135 doctors practicing at 70 locations throughout Georgia, Florida, Tennessee, Alabama, Louisiana, and Texas. EyeSouth is experiencing tremendous growth due to favorable organic growth trends and an impressive track-record of successful affiliations (M&A).
Position Summary
Coastal Eye Associates(CEA) in Webster, TX is recruiting a Medical Records Specialist.
The Medical Records Specialist is responsible preparing paperwork for future clinic dates, preparing paper charts as necessary for road clinics that do not have access to EHR, telephone calls, messages, pulling charts and filing charts as required for special requests, delivering tech calls, picking up paperwork and mail from clinics as necessary and any other tasks assigned by the Front Desk/Appointment Manager or any other supervisory staff person.
JOIN US, apply with your resume.
Responsibilities
Primary Duties are as Follows:
- Answer incoming calls – the telephone is a priority. It is crucial that patients, insurance companies etc. are transferred to the correct department or that tech calls from patients are documented accurately for resolution.
- Preparing Paperwork for future clinic dates – Prints face sheets for all scheduled patients in advance of clinic date, periodically reviewing schedules for added patients. Pulls charts as needed/requested by clinic for patients not seen since installation of electronic health records system.
- Medical Records/Scanning or Emailing – Responsible for pulling and documenting charts sent to off-site storage, scanning medical records or records requests into the electronic records system. Offsite storage documentation is a critical component of HIPAA, and reflects that state and federal laws and regulations are being followed. Scanning, faxing and documentation tasks need to be completed as soon as possible to eliminate the chance that paperwork is misplaced or patient needs are not met in a timely manner.
- Consultation Letters – File room staff works with front desk/clinic staff and technicians to send consultation/follow up letters to outside doctors. (Primary Care Physicians, outside specialists etc.)
- Responsible for assuring accuracy of telephone numbers, fax numbers, addresses/other entered into the EHR system.
- Postage/Mailing – Occasionally the doctors in clinic will need items mailed. It is the responsibility of the FR person to add postage to any mail that needs sent out from the clinics.
Qualifications
- Must have the ability to exercise a high degree of diplomacy and tact using excellent customer service and interpersonal communication skills with patients and co-workers.
- Intermediate skill in operating computer, multi-line phone system, fax machines and scanner/copier machines.
- Must be highly flexible; able to accommodate changing needs of the office.
- Well-developed verbal and written communication skills to interact clearly with patients/other callers.
- Knowledge of basic math and modern office procedures.
- Ability to work well under pressure with minimal supervision.
- Proven flexibility and willingness to handle a variety of tasks.
- Willingness to work longer hours if needed.
- Knowledge and adherence to HIPAA, COMPLIANCE, OSHA.
- Must be able to lift boxes up to 30 pounds with assistance.
Company Benefits
If you wish to join a growing team with favorable benefits and perks, while contributing to a best in class organization, please apply with your resume.
We offer a competitive benefits package :
• Medical• Dental• Vision• 401k w/ Match• HSA/FSA• Telemedicine (100% company paid)• EAP (100% company paid)• Group Life/AD&D (100% company paid)• STD (100% company paid)• LTD (100% company paid)• Generous PTO and Paid Holidays Package • Flexible Scheduling• Employee Discounts and Perks
CEA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.