Medical Records Technician

JOB DESCRIPTION

Job Title: Medical Records Technician Department: Health
Reports to: Patient Services Supervisor Employment Status: Full-Time
Driving Classification: Driver License Salary: DOE

Summary:
This position is in the Patient Registration Section, Health Department, Fort Mojave Indian
Health Center, Mohave Valley, AZ. The primary purpose of this position is to receive and
validate authorization forms and requests for information and prioritize requests according to
policies and regulations. The incumbent use various computer applications to track and release
all authorized release of information requests. MRTs (ROI) process and release health
information to authorized first- and third-party requestors. The incumbent initiate and maintain
the accounting of disclosure for all records disclosed from a Privacy Act system of records.
MRTs (ROI) communicate with internal and external stakeholders to provide technical expertise
regarding the release of information process. The MRT (ROI) reports to the Patient Services
Supervisor.

Performance Expectations in performance of their respective tasks and duties all employees of
the Fort Mojave Health Center are expected to conform to the following:

• Fully uphold all principles of confidentiality and patient care.

• Adhere to all professional and ethical behavior standards of the healthcare industry.

• Interact in an honest, trustworthy, and dependable manner with patients, employees,

and vendors.

• Possess cultural awareness and sensitivity.
  

Essential Functions may include but not limited to the following:

• Retrieves, processes, ensures the chart is complete with proper identification and

dispatches records to the designated clinic. Pulls scheduled appointment charts and
chart reviews. Health summaries are printed as needed.

• Performs comprehensive quantitative/qualitative analysis of patient medical record daily

to assure the presence of all component parts, such as: correct name, health record
number, signatures and dates where required, and all reports which appear to be
indicated by the treatment rendered assure the presence of all components of the
medical record are complete. Routes medical records back to the provider/department
for completion.

• Maintains an assigned section of records by performing monthly chart audits for misfiled

records, establish volumes for bulky charts, replaces torn or old record covers, and

converts the number labels, ensures that all records are in approved chart sequence

order, with new dividers in place for easy access to health information.

• Ensure the proper storage, safety, and handling of health records throughout the Health

center.

• Scans health and/or administrative documents into the electronic health record (EHR)

system on a timely basis and makes the proper disposition according to established
guidelines.

• Obtain copies of records from outside facilities needed for continuity of care at the

Fort Mojave Health Center; assure the review of community medical records by

appropriate Health Center staff; and file the reviewed records appropriately.

• Collaborative with the PRC section to ensure community medical records associated

with prior authorization are retrieved, reviewed, and scanned into the patients EHR.

• Receives and reviews all incoming requests from hospitals, attorneys, medical

audit/review, Social Security Administration, private physicians, insurance companies,
individual requests and others including subpoenas and medical statements.

• Responsible for Health Center compliance with Privacy Act and HIPAA requirement.

• Assure the confidentiality, security, and physical safety of the health records.

• Responsible for evaluating the adequacy of each completed authorization form.

• Personally, greets veterans/visitors and assists them in determining the exact nature of

the request and whether the information requested can be released.

• Applies public laws, rules, regulations and exclusions governing confidentiality of the

medical record, including the Privacy Act, Freedom of Information Act and 38 U.S.C.

7332 governing the release of records containing information regarding the treatment of

or referral for drug and/or alcohol abuse, Sickle Cell Anemia and infection with Human

Immunodeficiency Virus (HIV).

• Determines which information is to be released in compliance with existing laws (Privacy

Act of 1974, Freedom of Information Act, and Health Insurance Portability and

Accountability Act).

• Provides advisory and technical assistance to patients, administrative staff and

professional staff regarding release of information.

• Resolves conflicting or inconsistent information found on initial requests.

• Replies to vague, incomplete, or ambiguous inquires by independently recognizing

issues, topics or problems.

• Use the Processes Social Security requests for health information utilizing the Release

of Information System.

• Completes and processes routine releases of information to other IHS and Federal

Agencies and when requested, to patients and their families, insurance representatives,

physicians, hospitals, and city and state health agencies according to IHS and FMIHC

directives/policies.

• Perform monthly health records audits to assure proper format and completeness and

report the results to the Health Director.

• Restrict and authorize access to the health record storage room.

• Other duties assigned.

Education

• High School Diploma or GED.
  

Experience:

• Proven medical terminology proficiency preferred.

• Knowledge of the laws and regulations related to the authorization and disclosure of

health information (e.g., Privacy Act, Freedom of Information Act, Health Insurance
Portability and Accountability Act (HIPAA), and 38 U.S.C. § 7332, Confidentiality of
Certain Medical Records).

• Ability to apply health record documentation guidelines and processes to navigate

efficiently through the paper and/or electronic health record to locate, assemble, and
disclose protected health information.

• Ability to apply policies, procedures, laws, and regulations governing privacy and release

of information to process requests for release of information.

• Ability to research and solve difficult questions related to release of health information in

an accurate and timely manner.

• Knowledge of ICD-10-CM and CPT coding proficiency.

• Minimum 2 years’ experience in health records field in a hospital or physician's office

preferred.

• Microsoft Office Suite proficiency preferred.

• Typing skill of 20 wpm preferred.

• Must pass pre-employment drug screening and criminal background check

required.

• Able to problem solve basic issues, Encountered within a medical front office setting.

• Able to operate a PC, knowledge of Microsoft programs required. RPMS or EHR

preferred. RPMS and EHR is utilized with training offered.

Certificates and Licenses:

• None

Physical Demands:
Specific vision abilities required by this job include close vision, depth perception, and ability to
adjust focus. While performing the duties of this job, the employee is occasionally required to
stand, walk, sit for intermittent or long periods of time; use hands to finger, handle, or feel, reach
with hands and arms; climb or balance, stoop, kneel, crouch or crawl; talk or hear and taste or
smell. Must be able to occasionally lift and/or move fifty pounds. Able to lift equipment with the
assistance of other staff, such as tables, chairs when completing daily cleaning duties.





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Employee Signature & Date Supervisor Signature & Date




The Indian Preference Act will be enforced. The above statements are intended to describe the
general nature and level of the work being performed by employees assigned to this work. This
is not an exhaustive list of all duties and responsibilities associated with it. The Fort Mojave Indian
Tribe reserves the right to amend and change responsibilities to meet business and organizational
needs.