Referral/Medical Records Coordinator

Job Description: Referral/Medical Records Coordinator

Reports To: Clinic Manager

Status: Full-Time, Non-Exempt

Background: The Indian Health Center of Santa Clara Valley is a 501(c)3, nonprofit, community health clinic, located in San Jose, California. We serve people from all walks of life, regardless of race, creed, color, religion, sex, sexual orientation or disability and take pride in serving our diverse patients and clients. Besides having a highly talented medical and dental department, the Indian Health Center also has an outstanding counseling department, community wellness center and WIC (Women Infants and Children) department.

Position Summary: Under the supervision of the Medical Records and Referrals Supervisor, the Referral/Medical Records Coordinator is responsible for processing internal and external referrals, facilitating patient care follow-up, and inputting patient information in our internal registry (i2i). Interfaces with patients, medical staff, nursing staff, patient accounts referring/consulting agencies and support services in the resolution of issues relating to patient care. Responsible mainly for the medical records and referrals pertaining to our Pediatric site also providing support to the Meridian team. THE IHC is a Patient Centered Health Home and all employees are an integral part of this model of care delivery.

Duties & Responsibilities:

Referrals Responsibilities:

• Review referral requests for accuracy and complete information. Interface with appropriate provider or nursing staff to obtain appropriate information
• Electronically or Via Fax send medical internal referrals to the appropriate Indian Health Center (IHC) contact
• Ensure that external referrals are submitted to the appropriate agency and that appointments are scheduled
• Maintain an accurate & daily updated electronic database of interdepartmental & external referrals
• Interface with patients to ensure that he/she keeps referrals appointments, inform patients about scheduled appointment times, dates, locations of contracting physician offices, hospitals, etc.
• Maintain a variant of logs, files, and other records to assure that documentation is accurate and support the patient referral process
• Maintain a log of the patient’s referral process, which includes but is not limited to, date of appointment, status of appointment, obtaining specialist report after the appointment
• Contact patients by telephone or in writing during the referral process to ensure that services are rendered. Follow up with patient no-shows and reschedules services as necessary
• Provide patient information/education in regards to referral appointments, exams, procedures and services
• Input patient health information into the IHC’s patient registry (i2i).
• Identify patients who need routine procedures, such as PAP smears, contacts patient, and schedules appointments
• Comply with the IHC’s HIPPA and confidentiality policies and procedures
• Send out written reminders to patients about mammography appointments
• Participant in Quality Improvement (QI) projects and attend meetings in order to ensure timely and pertinent referrals for chronically ill patients
• Interact in a courteous helpful manner with patients, clients and staff. Work effectively with a diverse population and positively in a teamwork environment
• Perform all external patient referrals, including letters and instructions to patients regarding referral instructions
• Prior authorization (insurance verification) for all external referrals
• Process and follow up IHC interdepartmental referrals
• Perform other duties as assigned

Medical Records Responsibilities:

• Responsible for the smooth operation of the Medical Records at the Pediatric sites including all policies and procedures. Establish & maintain a collaborative working relationship with providers & front office staff to ensure smooth record flow and the provision of high quality services at all times
• Arranges and maintain medical records to ensure proper order and easy retrieval, and maintain confidentiality and security of records
• Scans documentations of lab results, hospitalizations and discharge form, and other documents pertaining to the patient.
• Ensure proper process and follow up of subpoenas
• Ensure that all work meets quality standards and is completed in a timely manner
• Participate as a proactive responsibility of the Patient Centered Health Home
• Perform duties utilizing the Team-Based Approach
• Perform other duties as assigned

Required Qualifications, Knowledge &Abilities:

• A minimum of 2 years of college education, preferably in healthcare
• CPR Certified
• Bilingual English/Spanish preferred
• Flexible, initiative, reliable and creative
• Excellent customer service and supervisory skills required
• Ability to communicate effectively in a group and individual setting
• Knowledge of & ability to relate to the American Indian community & other minority populations
• Computer experience preferred (Microsoft, Excel, MediTrack)
• Has adequate knowledge of clinic EHR system
• Understands how to navigate and complete medical record duties through the clinic EHR system
• Knowledgeable regarding rules and regulation associated with electronic medical records
• Ability to maintain strict confidentiality
• Demonstrated ability to work with other staff in a team environment
• Ability to communicate effectively, both verbally and in writing
• Flexibility, initiative, reliability, and creativity

Physical Requirements:

• Ability to sit, stand and walk for extensive periods of time
• Manual and finger dexterity and eye-hand coordination sufficient to accomplish the duties associated with your job description
• Ability to life up to 35 pounds
• Ability to stoop, squat, or bend frequently
• Corrected vision and hearing within normal range to observe and communicate with patients and professional staff

Working Conditions:

Will potentially be exposed to all patient elements, including communicable disease and blood borne pathogens. Will be working in a fast paced medical environment. Normal working hours are from 8:00 am until 5:00 pm Monday thru Friday. Working hours will vary depending upon need. Will need to be flexible in performing tasks with limited discretion in making judgment decisions.

Preference is given to qualified American Indians/Alaskan Native in accordance with the American Indian Preference Act (Title25, US Code Sections 472, 473 and 473a). In other than as mentioned, the Indian Health Center is an Equal Opportunity Employer including minorities, women, disabled and veterans.

Benefits:

Eligibility for benefits depends on the type of position and whether the position is full-time, part-time, or on-call. Contact us for more information on the specific benefits offered. Some of the most popular benefits include:

• Paid Holidays
• Health Insurance Benefits
• Continuing Education
• Employee Assistance
• Leave for the Care of Family Members
• Flexible Spending Accounts
• Life Insurance
• Long-Term Disability Insurance
• Paid Time Off
• Wellness Program

Preference is given to qualified American Indians in accordance with the American Indian Alaskan Native Preference Act (Title 25, U.S. Code Sections 472, 473 and 473a). Other than the above, the Indian Health Center of Santa Clara Valley is an equal opportunity employer including minorities, women, disabled and veterans.