Fax Administrator

The Fax Administrator (FA) manages all clinical documents faxed to Zufall Health, as well as answer the telephone and direct calls. The FA handles all requests for medical records and scans all old medical records charts into the electronic medical records for patients returning to the health center. Most importantly, the FA supports the mission and vision of Zufall Health.

Essential Functions, Duties, and Responsibilities

• Consistently adheres to all departmental policies and procedures
• Conducts all aspects of job in a professional and ethical manner
• Works independently with little or no supervision but uses available resources for problem resolution as indicated by circumstances or need
• Completes assignments in a timely and efficient manner
• Maintains high level of confidentially
• Works collaboratively with team members to assure the optimal outcomes of care and service
• Utilizes departmental resources prudently and appropriately
• Uses communication methods which create and foster a positive image of the department, upholding the values of the Zufall Health.
• Communicates appropriately both verbally and in writing; uses appropriate mechanisms for identifying and resolving work related issues
• Keeps manager or supervisor informed of work related issues at all times
• Performs additional duties as determined by supervisor
• Interaction with Patients
• Greets patients and visitors in a prompt, pleasant, and helpful manner in person and on the telephone
• Answers the telephone and makes appointments or responds to inquiries
• Reviews all faxed clinical documents received at the health center and directs reports and medical results to the appropriate provider or distributes faxes as needed
• Receives all requests for medical records and processes, including legal requests that require preparation of an invoice
• Retrieves hard copies of old medical records and scans records into electronic medical record for all returning patients
• Communicates with the medical staff regarding patient’s visits
• Communicates with finance regarding processing of invoices for medical record copies.
• Assists with printing out requisitions or other forms as needed
• Maintains patients’ confidentiality in compliance with HIPAA and other federal, state and local regulations as stated in the ZH policies and procedures manual
• Answers inquiries of patients and public in person or via telephone regarding regulations and services; when necessary, refers inquiries to appropriate person or department
• Reads, writes, speaks, understands, and communicates in English and Spanish sufficiently to perform the duties of this position

• Knowledge of computer software programs such as Microsoft Word, and electronic medical records.
• Excellent customer service skills
• Ability to work with very little supervision
• Ability to adapt quickly to unanticipated changes in workflow or work process, or frequent changes in insurances rules and coverage changes
• Ability to understand, carry out, and remember verbal and written instructions
• Learn and apply the trauma informed care principles with the scope of my position
• Bilingual English and Spanish required

Education, Training and Experience

• High School diploma required; college credit or additional education in medical field or insurance and billing courses preferred but not necessary
• Has reliable transportation in order to be able to travel to other sites as needed
• Minimum of 1-year experience in customer service field
• Experience in a clinical/ambulatory care setting preferred