Starting Rate: $19.5627/hr DOE
Schedule: Monday-Friday 8:00am-5:00pm

At Virginia Garcia Memorial Health Center, we welcome diversity; we encourage, uplift, and are honored to serve people who have been historically underrepresented and underserved. Our mission is to provide high-quality, culturally appropriate healthcare to low-income residents of Washington and Yamhill Counties, with a special emphasis on seasonal and migrant farm workers and others with barriers to receiving healthcare. We strive to provide an inclusive environment that welcomes and values the diversity of the people we employ and serve.

If you are unsure whether you meet all of the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary: The Medical Records Clerk maintains patients’ medical records according to VGMHC’s standards. They add pertinent patient information to the correct patient’s record, and forward information to the appropriate staff. The clerk is responsible for investigating, verifying and correcting misinformation related to patients. They review, sort, organize and distribute papers that come into the department through mail, fax, and from the VG clinic sites and upload files electronically. They answer phone calls and assist patients and other agencies with records requests. Clerks participate in continuous improvement efforts, meetings, and trainings. They document their workflows and make workflow recommendations. This individual will send and receive all requests for patient information following HIPAA standards and all VG policies and procedures. They will fill in as Front Office Receptionist if needed.

Essential Duties and Responsibilities:

• Maintain the integrity of all patient information according to standard procedures.
• Keep all patient information secure, according to VGMHC’s standards.
• Scan, index, and add information, reports, and consents into the medical record using various electronic methods.
• Forward medication refill requests to the appropriate staff using standard procedures.
• Mail, fax, and/or email patient information according to VGMHC’s protocol on confidentiality and HIPAA rules.
• Answer incoming phone calls and provide assistance to callers, providing information to callers as needed and appropriate. (Release of Information forms, audits, vaccine records, etc.)
• Process all incoming information according to VGMHC policies and procedures, and workflows of the department. 
• Participate in all department meetings, huddles, and training.
• Work the APM Leakage Report following the approved processes.
• Identify, and investigate potential duplicate patients and merge the charts where appropriate.
• Monitor and clean up assigned pools in Epic.
• Document workflows, run huddles, suggest workflow improvements. Participate in continuous improvement efforts.
• Perform other duties as assigned.
• Handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

HIPAA Requirements:

The Medical Records Clerk has access to PHI to create and maintain an accurate and up to date medical record. The medical records clerk also handles PHI for disclosures to outside entities. Applying the minimum necessary standard of HIPAA, the designated record sets to which this employee will have access include: all sections of the medical record, patient demographic information in the practice management system, and incoming records, reports, results, consultations, etc. The Medical Records Clerk is required to read the content of these records only to the extent needed to accomplish the assigned task (e.g., filing or disclosure). They also may be trained to cross cover for the check-in receptionist, the check-out receptionist and/or the phone receptionist, and while performing those duties, will have access to PHI as per that job description.

Knowledge, Skills and Abilities Required:

• Knowledgeable in medical terminology.
• Ability to handle highly confidential, sensitive, and non-routine information.
• Ability to work effectively with staff members and external contacts.
• Ability to work in a fast-paced environment across a wide range of duties.
• Proficiency in English & Spanish, both speaking and written language preferred.
• Basic computer skills.

Education and Experience Required:

• High School Diploma or equivalent

• Medical records experience preferred, particularly in an ambulatory healthcare setting.

Behavioral Competencies:

Accountability

• Role model VG’s mission, vision, and shared values

Customer-Focus

• Listen to the voice of the customer and strive to delight them by exceeding their expectations

Teamwork

• If someone needs help, help them

Initiative

• Be innovative, apply fresh ideas, and continuously improve how you do your work

Confidentiality

• Maintain strict confidentiality and respect the privacy of others

Ethical

• Demonstrate integrity, honesty, and stewardship in all encounters at work

Respect

• Demonstrate consideration and appreciation for co-workers and patients

Communication

• Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Physical Requirements:

• Standing: up to 10%
• Walking: up to 10%
• Sitting: 80%
• Bend, Reach, Stoop: up to 5%
• Use of Computer: 85%
• Ability to lift/carry up to 35 lbs. 

Immunization:

Staff member must meet immunization requirements as stated in VGMHC’s immunization policy and state and federal guidelines.

Job description represents a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission.

VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes affirmative action in the area of placement, promotion, transfer, rate of pay and termination.