Medical Records Clerk

Position Tittle:    Medical Records Clerk

Department:       Medical

Reports to:  HIM Manager

Status:                    Union

Position Summary: Under general supervision and in accordance with established policies and procedures, analyzes and maintains electronic medical charts filing system with accuracy, consistency, and completeness.  Reviews and processes request for subpoenas received from outside attorneys, agencies, providers, and schools in compliance with applicable state laws. Performs a variety of clerical duties related to processing of electronic medical records and requests. Assist in the preparation of charts for patient’s visits, audits, and to file their patients’ reports.

Adhere to Clinica Romero’s mission and core values: Compassion, Commitment to Service, Quality Care, Respect, and Dignity; and complies with all policies and procedures of the organization.

Responsibilities:

• Upholds Clinica Romero’s Policies and Procedures, HIPAA, Compliance, Principles of responsibilities, and applicable state, federal, and local laws.


• Generate barcodes in EPIC EMR system module to identify patient data and demographic for electronic filing and analyzes electronic charts for accuracy, consistency and completeness.


• Usage of OnBase scanning module in order to scan batches of various medical records documents to upload documents through batch to index interphase into OnBase Indexing processing module.


• Usage of OnBase Production module for processing with incorporated data fields with attention to detail in the description to index, commit, and batch various types of patient medical records documents and/or reports through OnBase Production mode module to interphase in EPIC EMR files for end-user accessibility of records for continuity of care and services.


• Through automatization workflows, maintains EPIC ROI electronic Module for various types of Release of Information requests and Identifying the requestor as Third Party, Patient, relation, and/or Provider request by verifying demographics. Fills in data with hard stops to complete module.


• Determines Medical Records Billing flow as “Do Not Bill, Pre-Pay, and/or Post-Pay. Enters all aspects and information of the billing and release address within the ROI module.


• Identifies the Release type and purpose of the request within the ROI module. Scans the authorization type documents and/or request by identifying the authorization type, the description, and expiration within the ROI module.


• Filters and identifies the request date range and type of information requested and produces a query with in the ROI module. Keep track of comments, dates of requests, Date Need by, priority, and assignment of HIM/Medical Records Clerk in the data fields within the EPIC ROI Production Module system.


• Filters and generates outputs of EMR reports in order to fulfill to fulfill the requests based on the requestor’s instructions. Completes the status of the Release through EPIC ROI module for tracking purposes.


• Maintains assigned ROI Releases for tracking purposes of all requests, ensuring the ROI functions for HIPAA is completed.


• Generates and electronically save Medical Records Invoices through incorporated EPIC Letters Modules ensuring the correct information and patient is extracted from the patient’s demographic electronic medical record file.


• Tracks the collection & processes any applicable fees for providing Release of Information and comply with Subpoena and/or other applicable requests in a timely matter.


• Converts invoices and/or other pertinent documents into pdf files for email, efax, upload purposes through various requestor and internal platforms. Forward Payments received to accounting department and tracks updates in EPIC ROI module.


• Filing of documents into electronic medical charts and screening/triage forms.


• Notifies appropriate personnel by EPIC in-basket messaging system, EPIC secure chat, eFax (Electronic Fax) through email module, email, mail, fax, phone, or via electronic communication platforms such as WELL App, courier, and/or other forms of communication of information or items required in order to complete the records and requests.


• Prepares and retrieves electronic documents through HIE (Health Information Exchange) platform LANES through assigned LANES account, Upload and communicates and updates patients on status of their request through WELL App platform messaging system by ensuring correct patient demographics has been accessed by verifying through EPIC EMR system.


• Complies with Medical Records requests from clinic services and various external and internal audits and/or requestors (DHS, MHLA, HCLA, MedPoint, Preferred IPA and/or other requestors).


• Scan, index, and commit various hard copy documents into electronic medical records system and other reports (x-rays, ultrasounds, copies of outside medical records) into patient’s electronic chart.


• Fulfills internal electronic chart requests as requested by medical, billing and administration personnel.


• Orders medical records, obtains missing authorizations & verifies that appropriate information is in the record and provides ROI forms for request of medical records.


• Determines urgency of requests and appropriate procedure to facilitate requests and fulfills request by coordinating pick-up and delivery methods such as through eFax (Electronic Fax) through email module, email, mail, fax, phone, or via electronic communication platforms such as WELL App, courier and/or other methods of communication.


• Collects & processes any applicable fees for providing Release of Information and comply with Subpoena and/or other applicable requests in a timely matter.


• Establishes and maintains courteous, cooperative relations when interacting with all agencies, patients, clinic and department personnel, and the public. Assures timeliness of services rendered to patients and looks after their comfort while on premises.


• Flags deficiencies and notifies provider and appropriate personnel through EPIC In-Basket Message, EPIC secure chat module, email and/or through other channels of communication in order to obtain review and electronic signatures for review and completion of electronic patient records for various requests, audits, reports, encounters, and/or forms.


• May perform other duties as assigned by supervisor.

Qualifications/Requirements:

• High school Diploma required.


• EMR experience. EPIC experience preferable.


• Typing a minimum 35 WPM and proficient computer skills; including but not limited to Microsoft products and use of outlook


• Ability to communicate effectively, verbal and written; work without close supervision, detail oriented and well organized.


• Customer service skills: communication, empathy, patience, and technical knowledge


• Work in team-oriented environment, and work well under deadlines.


• Previous experience in a community clinic setting


• Bi-lingual English and Spanish.


• Ability to handle multiple tasks and work in a busy environment.


• Ability to work evenings and weekends


• CPR Certification


• Ability to work at multiple clinic sites.


• Valid CA Driver’s License and proof of insurance.


• Knowledge of office equipment use such as Computer, Scanner, Fax, Email, eFax, Telephone, electronic communication platforms and/or upload platforms.


• Must provide proof of up-to-date COVID-19 vaccinations including recommended doses in the primary series AND booster dose when eligible.