Lead Medical Records Technician

PLEASE NOTE - This position may require temporarily relocation to other TONHC Facilities: Sells Hospital, Santa Rosa Health Center, San Simon Health Center, and San Xavier Health Center.

Position Summary:

The incumbent reviews, analyzes, abstracts, compiles data, maintains medical record information in manual and automated record systems, compiles statistics, and performs routine clerical duties supporting the Tohono O'odham Health Center.

Scope of Work : The p osition is located in the TONHC Hospital and Clinics and works under the general supervision of the Medical Records Supervisor or Facility Unit Director.

Essential Duties and Responsibilities: ( Depending on the area of assignment, an incumbent may not be required to perform some of the duties listed below):

• Coordinates and provides mentoring, training, and education for the medical records team.
• Responsible for scheduling, assigning, and distributing a balanced daily workload.
• Ensure office coverage during clinic or hospital hours.
• Create patient charts and internal identification cards for new patients using unique identification numbers according to established protocols.
• Initiates medical records by searching master patient index; identifying existing patient records or assigning a new number; interacting with registration areas and physician's office for information verification; processing or creating the record folder.
• Scans documents, clinical images, clinical tests, and other non-textual data into the patient's electronic medical record.
• Retrieves patient charts, notes their removal and temporary location, and later refiles them in proper sequence.
• Prepares chart conversion, consolidation, repairs, and establishes new charts as needed.
• Locates records that have been checked out or are missing.
• Files documents in the proper patient's record and the appropriate order of assembly received from clinical personnel, including records from outside providers/facilities.
• Completes daily chart review to ensure patient records are scanned and filed before the patient's scheduled appointment.
• Provides necessary forms to the patient requesting their medical records; and responds to questions and patient concerns.
• Verifies record requests; pulls, prepares, and copies medical records for release per established policy and procedure, legal, and regulatory guidelines.
• Maintains all medical release forms; enters into Resource Patient Management System (RPMS).
• Provides medical record information by answering questions and requests of patients, hospital staff, law firms, insurance companies, and government agencies; releases information based on policy and procedure.
• Schedules and checks patient's in and out.
• Register and assist patients with setting up their Personal Health Record (PHR) Account.
• Manage internally and externally generated DICOM and non-DICOM medical images.
• Reviews, purges, and prepares files for shipment for record retention; updates control log.
• Maintains patient confidence and protects hospital operations by keeping information confidential, following release-of-information protocols.
• Prepares and submits reports.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations, and requirements.
• Knowledge of medical terminology.
• Knowledge of applicable federal, state, county, and local laws, regulations, and requirements, including patients' rights and confidentiality, specifically to the Privacy Act, Accrediting Body, and Health Insurance Portability and Accountability Act of 1996 (HIPAA)
• Knowledge of Resource Patient Management Systems (RPMS), Electronic Health Record (EHR), and related systems.
• Knowledge of the organization's department's functions, objectives, policies, and procedures.
• Knowledge of medical record organization.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in providing superior customer service to external and internal customers. Ability to retrieve and maintain the terminal digital filing system.
• Ability to lead and monitor the work of others.
• Ability to utilize imaging systems.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to report on the status or progress of work assignments.
• Ability to make adjustments to complete the workload according to established procedures.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively verbally and in writing.
• Ability to exercise independent judgment.
• Ability to manage multiple tasks and meet strict deadlines.
• Ability to maintain confidentiality.

Minimum Qualifications:

• Associates in a Records Management or closely related, and
• two years of specialized work experience in medical records, or an equivalent combination of training, education, and work experience, demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Resource Patient Management Systems (RPMS) experience, preferred.
• Upon recommendation for hire, a criminal background and a National FBI fingerprint check are required to determine suitability for employment, including a 39-month driving record.
• May require possessing and maintaining a valid driver's license (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham language and English as a condition of employment.