Administrative Specialist - Medical Records

Reports to: Health Informatics Manager/Privacy Official

Hours: Core business hours are 8am – 4:30pm, Monday to Friday. 

Type of position: Full-time, Nonexempt

Summary

The Medical Records/Administrative Specialist is responsible for managing patient health records, This role ensures that health information is accurate, accessible, secure, and maintained in compliance with regulatory standards. The specialist works closely with healthcare providers to ensure that records are complete and readily available for patient care and legal purposes. This position will also assist with a variety of other administrative duties such as assisting with reception duties and cross training to assist in the admission department as needed and to cover for the Health Informatics Manager as needed.

Physical Demands

May require extended periods of sitting and using office equipment.

Lifting office supplies and medical records up to 25Ibs is required.

Work Environment

Work is conducted in an office setting.

ESSENTIAL DUTIES AND RESPONSIBILITES

• Reviews medical records for completeness, assembles and stores records following established processes.
• Enters information into and manages the electronic medical records.
• Answers questions from clinical staff pertaining to medical records and responds to requests for information from files according to established policies and procedures. 
• Files processed labs, pathology reports, and loose correspondence into patient records following established procedures
• Completes approved requests to obtain required documentation for the medical records.
• Contacts DME supply companies to arrange for delivery or pick up as needed.
• Cross trains and covers for the Health Informatics Manager as needed.
• Relocates workspace to work from the reception area as scheduled to assist with answering and directing incoming telephone calls, screening visitors for building entry, and transferring phones over to the answering service at the end of the day.
• Cross trains and covers for the admissions specialist to assist as needed.
• Other duties as assigned. 

EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalent required.
• Associate's degree in healthcare administration or a related field preferred.
• A minimum of 1-2 years of experience in a medical office or healthcare setting.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and office management software.
• Ability to maintain confidentiality and adhere to HIPAA regulations.
• Attention to detail and accuracy.