Medical Records Clerk

We hire to retire. Come join our amazing team of professionals offering total family wellness and healthcare to residents of 7 counties via our 13 offices in North Florida.

Position Summary

The Medical Records Clerk works closing with outside entities and staff throughout the organization. Responsible for new patient records processing, records releases and compliance with state and federal regulations as well as HIPAA. The Medical Records Clerk will understand and fully support the mission, vision and values of Palms Medical Group.

Description of Primary Responsibilities

1. Responsible for customer service  
2. Provide necessary customer and support services to patients of PMG within his/her field of training in accordance with stated policies and procedures of PMG.
3. Responsible for medical record requests
4. Work closely with administration and staff to support the requests from patients and outside entities with obtaining records to support patient care
5. Retrieve, collect and prioritize all requests for medical records made through the organization, patients and affiliates
6. Record and track all records requests, releases and authorizations within the Electronic Medical Record, PHI log
7. Verify legitimacy, accuracy, and authority of all such requests, process, and invoice as appropriate
8. Abide by, adhere to, and conform to all applicable local, state, federal regulations
9. Review, develop and implement standards and procedures for processing medical records requests with administrative support
10. Maintain an up-to-date understanding of applicable policies, processes, laws, and regulations
11. Report breaches, instances of non-compliance, patient complaints, problems or similar instances to supervisor in an effort to protect patient PHI.
12. Assist patients, staff and affiliates with medical records requests and questions
13. Participate in improving quality throughout the organization
14. Responsible for faxes and scanning
15. Attach incoming patient records to their electronic health record.
16. Distribute faxes through the secure email accounts to proper locations.
17. Responsible for administrative duties 
18. Adhere to the Medical Records Policy Manual, HIPPA Manual, and Compliance Plan
19. Check emails at least twice daily.
20. Navigate NextGen proficiently, including Document Management System.
21. Pick up and sort all incoming mail daily.
22. Mark result received if specialist report comes in for referral tracking.
23. Prepare the mail totes for courier.
24. Participate in Quality Assurance and other meetings as directed by the Medical Records Custodian or Executive VP of Patient Services.
25. Assist the Executive VP of Patient Services with medical data collection for UDS and grant applications. 
26. Assist with audits and surveys as directed by Medical Records Custodian.
27. Perform any other duty assigned by the Medical Records Custodian, Executive VP of Patient Services or CEO to improve the efficiency of PMG.

Description of Primary Attributes

General Development:

1. Good organizational skills to handle multiple priorities while remaining professional and calm.
2. Ability to work with diverse people
3. Effective telephone skills
4. Strong level of confidentiality due to the sensitivity of materials and information handled
5. Ability to make suggestions on workflow or system efficiency and effectiveness
6. Ability to work independently and be self-directed and flexible
7. Ability to prioritize
8. Ability to perform functions with minimal supervision
9. Ability to work at a high-volume level of accuracy

Professional & Technical Knowledge:

• 1. Employee will have a Working Knowledge of the following office equipment:
• Multiline Telephone
• Copier
• Computer
• Email
• Scanner
• Fax Machine
• Calculator
• 2. Employee will be expected to navigate and operate Microsoft Office suite products, including Word and Excel 

Licenses & Certifications:

1. High School Diploma or Equivalent

Communications Skills:

1. Effectively communicates complex and/or technical information to co-workers, patients and/or vendors

Physical/Mental/Emotional Demands:

• Standing for long periods of time
• Sitting for long periods of time
• Viewing a computer monitor for long periods of time
• Bending
• Stretching / Reaching
• Walking short distances
• Lifting up to 50 pounds
• Operating office equipment (computer, fax machines, telephones and copy machines)
• Reading forms / Instructions / Patients Charts 
• Communicating well to people of various ages, educational levels, cultural backgrounds in person or by telephone
• Exposure to potentially violent / irate patients
• Health / Safety Consideration of Position
• Exposure to chemical infectious / contagious illness
• Exposure to chemical and inhalation of antibiotics during reconstitution
• Exposure to X-Ray radiation 
• Exposure to a variety of scents and odors
• Must utilize universal precaution in clinical or exposure situations as prescribed by federal state, and local guidelines and /or laws