This position is responsible for the maintenance of all medical records which includes ensuring the records are filed properly, the file documents are filed timely and in the appropriate sections, as well as the release of information is processed accurately and in a timely manner. Must understand and adhere to the mission of this organization and the customer service policy.

Understands that employment is contingent upon adherence to HCHN policies and procedures, the mission of the organization, JCAHO and HIPAA polices and procedures, OSHA standards, and other safety and health related codes and laws.

General responsibilities

• Processes medical records for appointments and for filing.
• Pulls charts for the next day visits for physicians at the end of each day.
• Audits charts to ensure all forms are available for patient visit.
• Locates all charts as requested by the physician or for other medical needs such as prescription refills.
• At the time of the appointment, checks the identification on all charts when patients sign in.
• Ensures records are filed timely and in alphabetical order.
• Able to assess if chart information is complete and when information is missing, returns the chart to the appropriate personnel.
• Repairs and replaces charts when needed.
• Ensures charts are labeled prior to the patient appointment.
• Processes all release of information for medical records, ensuring the appropriate signatures have been received.
• Ensures that release of information charges are assessed appropriately based on the type of request (attorney, SSI, etc.)
• Ensures that requests from other medical providers are processed immediately.
• Ensures that all physicians receive returned medical tests and all other pertinent medical information on a daily basis.
• Processes both incoming and outgoing mail on a daily basis, which includes date stamping and distributing to the appropriate department or personnel.
• Effectively communicates both verbally and written.
• Ensure that communication with staff, patients and external contacts occurs with courtesy, task and a positive attitude.
• Communicates with patients when addressing a medical records/release of information issue.
• Uses positive and appropriate telephone etiquette when communicating over the telephone.
• Completes letters for patients regarding test results or per the physicians request.
• Completes letters to patients for missed appointments, abnormal lab results, reschedule appointments as assigned.

• Other duties as assigned.

Education and/or Experience

High school diploma required. Advance coursework and training from an accredited medical records program preferred. Certification desirable. Must be physically and mentally capable of performing the identified duties of this position.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Meets professional behavior expectations.
• Meets all attendance and punctuality requirements to ensure proper coverage and quality service.
• Professionally and appropriate dress as required by the position.
• Demonstrates an ability to resolve interpersonal and professional conflicts appropriately.
• Participates in staff meetings, trainings and committees.
• Keeps all matters related to the organization confidential in compliance with confidentiality policy.
• Takes pride in job performance as evident in compliance with job responsibilities.
• Assumes responsibility for work performance and is able to be self-directed.

• Ability to communicate effectively with diverse populations.

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 talk or hear.
• The employee frequently is required to stand, walk, sit; use hands to handle or feel; reach with hands and arms; and stoop, kneel, or crouch.
• The employee must lift and/or move up to 25 pounds.
• Specific vision requirements include the ability to see at close range.
• At times, may require more than 40 hours per week to perform the essential duties of the position.
• Fine hand manipulation (keyboarding).
• Travel between sites using own vehicle.

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.

• Internal office space.
• The noise level in the work environment is usually moderate.
• May be exposed to communicable diseases.