Medical Record Specialist

JOB SUMMARY

The Medical Records Specialist provides daily support for the handling, scanning, indexing, and release of medical records in accordance with established policies and regulatory requirements. In addition to document management responsibilities, this role provides coverage for switchboard operations and mail courier services as needed.

RESPONSIBILITIES

Confidentiality of Protected Health Information (PHI)

• Maintain strict confidentiality of all patient health information.
• Ensure patient information is kept private, secure, and accessed only by authorized individuals.
• Screen and verify callers before disclosing any protected health information.
• Verify patient signatures and authorizations prior to releasing PHI.
• Confirm the accuracy of outgoing fax numbers before transmitting protected health information.

Document Preparation, Scanning, and Indexing

• Prepare, scan, and index documents electronically while meeting required hourly productivity standards.
• Prepare day-forward documents by removing all staples, paper clips, and obstructions prior to scanning.
• Count and verify page totals before scanning and reconcile totals after scanning is completed.
• Index documents accurately according to the established filing schematic.
• Index multiple documents under a single Medical Record Number (MRN) at a rate of 350 documents per hour.
• Index documents for multiple MRNs at a rate of 250 documents per hour.
• Route fax-signed documents to the appropriate provider task queue within 24 business hours of receipt.
• File faxed documents into the medical record within 24–48 business hours of receipt.
• Ensure all scanned documents are filed in the medical record within 48 business hours of receipt.
• File all FirstHealth FTP digital documents into the medical record within 48 business hours of receipt.
• Process electronic referrals by tasking items received prior to 4:00 PM to the referring provider’s task team same business day.

Release of Information (ROI)

• Process urgent requests (patient or emergency-related) on the same business day.
• Complete routine, pre-bill, and all other ROI requests within 3–5 business days.
• Verify appropriate authorization prior to releasing any protected health information.
• Adhere to all applicable federal and state regulations governing the release of medical records.
• Collect payment for walk-in ROI requests.
• Pre-bill requests that are not paid in advance.
• Respond to incoming calls from patients regarding medical record requests.
• Follow up on all ROI-related correspondence via email or regular mail as required.

Switchboard Responsibilities

• Answer all incoming calls within three rings.
• Respond to calls professionally and courteously, routing them accurately on the first attempt.
• Assist in emergency situations by contacting appropriate authorities and utilizing the paging system as      needed.
• Process and distribute incoming external correspondence.
• Deposit any monies collected related to Release of Information requests.

Knowledge, Skills & Abilities

• Strong customer service orientation.
• Excellent interpersonal and relationship-building skills.
• Demonstrates high integrity and ethical standards.
• Honest, trustworthy, and dependable.
• Exhibits maturity, professionalism, and sound judgment.
• Ability to establish credibility and gain the confidence of others.
• Resourceful, highly organized, and solutions oriented.
• Capable of working independently with minimal supervision.

QUALIFICATIONS

• High school diploma or equivalent required.
• One to two years of experience using business-related computer applications.
• Prior experience with Electronic Medical Records (EMR) systems and familiarity with EMR filing schematics.
• Working knowledge of federal and state regulations governing Release of Information (ROI).
• Ability to interact effectively and professionally with the public.
• Excellent telephone etiquette and strong verbal and written communication skills.
• Strong attention to detail with a high level of accuracy.
• Ability to perform effectively in moderate to high-stress environments while meeting daily service standards.
• Typing proficiency of 60 words per minute (WPM).
• Demonstrated ability to manage multiple tasks simultaneously and transition between tasks without loss of productivity.

PHYSICAL REQUIREMENTS

• Sitting: Occasionally
• Standing: Occasionally
• Walking: Occasionally
• Lifting/Carrying: Occasionally (up to 35 pounds)
• Stooping/Kneeling: Rarely