Medical Records Clerk

JOB DESCRIPTION: MEDICAL RECORDS CLERK

REPORTS TO: Medical Records Manager

DEFINITION OF POSITION: Under the supervision of the Medical Records Manager, the Medical Records Clerk is responsible for maintaining the electronic records as assigned so they are complete, well-organized, and available when needed, implementing the HIPAA (Health Insurance Portability and Accountability) laws and rules, as well as IGA policies and procedures in all tasks. This position releases protected health information from covered entities and requests records from third parties according to HIPAA rules and regulations. The clerk willingly accepts feedback from supervisors, managers, physicians, and nurses regarding records.

IGA is committed to the attainment and maintenance of an ergonomically healthy workplace to protect all employees. Safe working conditions are a top priority. Our goal through the support of physicians, administration, and staff is to create a culture of ergonomic safety. Staff are encouraged to ask for assistance when moving patients or heavy items to prevent musculoskeletal injuries. All concerns from staff are to be forwarded to the Clinical Director to facilitate correction of any scenario where staff may feel a risk may occur. Adequate lighting should be maintained, and workstations will be equipped for ergonomic safety. Staff are encouraged to wear nonskid footwear, remove or eliminate all clutter, cabinet doors should remain closed, spills will be wiped up immediately, cables will be kept out of traffic flow areas.

RESPONSIBILITIES:

1. Associate with patients in a friendly manner
2. Prepares patient charts for daily scheduled appointments by locating and requesting all necessary records from available resources, including prior endoscopy and pathology reports, following the records retrieval guide for each appointment type. Tracks and follows up on all outstanding record requests to ensure completeness

1. Obtain additional medical records as requested by provider and nursing staff for scheduled appointments.
2. Receives phone calls and task messages for medical record requests. Faxes/mails/emails records in compliance with HIPAA rules and regulations, and IGA policies and procedures.
3. Receives third-party release of information requests, creates invoices, and faxes/mails/emails in compliance with HIPAA rules and regulations, and IGA policies and procedures.
4. Uploads pathology reports from Direct Pathology to patient charts, sending result messages to ordering providers.
5. Manages incoming faxes by directing them to the appropriate departments and uploading them to patient charts, including sending items for provider review.

1. Receives clinic overflow calls and directs or messages the appropriate staff member.
2. Uses telephone software system
3. Answers questions and gives information directly, or on the telephone, within the scope of his/her knowledge
4. Utilizes Microsoft Outlook email for non-patient correspondence
5. Demonstrates respect for IGA policies for security, privacy, and confidentiality while using IGA equipment. Follows personnel policies contained within the IGA personnel manual
6. Immediately reports any network, hardware, or software malfunction to the IT Officer or Supervisors
7. Communicates pertinent information to others
8. Other duties as assigned

QUALIFICATIONS:

• High School graduate preferred
• Able to read, write, communicate, and present a neat professional appearance
• Create a good impression as a friendly, empathetic, efficient individual as this position has the first contact, phone or face-to-face, with the patient
• Demonstrate reliability, a pleasant attitude, and a willingness to perform the duties as required
• Demonstrate effective communication with physicians and co-workers
• Able to maintain and comply with patient confidentiality and integrity on all matters