Medical Records Clerk

Position Summary:

The Medical Record Clerk is responsible for collecting, maintaining, and making available, to

authorized users, timely, accurate and complete patient health information. This position performs

duties in a way that maintains the privacy of each patient’s health information, in accordance with

HIPAA guidelines along with UCHC policies and procedures.

Essential Functions

1. Maintains patient medical records in accordance with Federal, State and Regulatory Agency guidelines, and in compliance with UCHC policies and procedures.
2. Scans loose reports and files them into the correct section of the patient’s EMR medical record. Upon ascertaining that outstanding actions have been resolved. Follows appropriate action steps according to established procedures if outstanding actions have not been resolved.
3. Maintains the EMR fax inbox and directs all incoming reports, prescriptions, and medical records to the designated UCHC staff member.
4. Responds promptly to requests for copies of medical records. Maintains Release of Information (ROI) log, proper documentation and ensures that requests for release of incoming and outgoing medical records are completed and legally sufficient, and follows appropriate work instructions. As required, determines appropriate charges for copying records, and prepares invoice. Quality check of patient charts for outgoing requests to outsourced copy service.
5. Operates basic office equipment, i.e. computer, printer, copier, facsimile machine, answering machine, calculator, Label printer, Scanner and EMR software programs. Performs minor maintenance and handles troubleshooting. Reports any malfunctioning office equipment to the appropriate party.
6. Requests and tracks medical records requested from outside clinic and or hospitals in accordance to UCHC policy and procedures.

Additional Duties & Responsibilities

1. Attends all support staff meetings, in-services and other required organizational training. Is encouraged, and may be required, to attend continuing professional education courses or seminars
2. May travel to other UCHC clinics to perform temporary medical record coverage.
3. Participates in inter-disciplinary task forces and work groups as relevant.
4. Participates in and complies with Quality Improvement initiatives and on-going continuous improvement efforts as appropriate.
5. Perform any and all other duties as assigned by your supervisor to ensure the smooth operation of the department, clinic and organization.

Qualifications/Requirements

• High school graduate or GED.
• Prior work experience in a medical office. At least six months experience in ambulatory medical records is preferred.
• Ability to communicate effectively with patients and co-workers both verbally and in writing in the English language.
• Reliable vehicle and proof of insurance (for positions that travel to other clinics)

Licensure/Certification

• Current CPR certification
• Valid Arizona driver’s license (for positions that travel to other clinics)

Experience/Skills

• Knowledge and understanding of ambulatory medical records functions, and legal and professional standards related to release of health information is preferred.
• Knowledge of applicable federal and state laws and regulations, organization and clinic policies and procedures, and the standards of health plans or relevant oversight organizations with regard to medical records is preferred.
• Ability to speak fluent Spanish is desirable.
• Computer skills, to include MS Office applications.
• Ability to read and comprehend medical records for the purposes of collecting, maintaining, and making available to authorized users, patient health information.
• Detail orientation: ability to focus on and attend to multiple details at one time
• Ability to write simple correspondence and compile basic reports.
• Ability to work and communicate effectively with staff, patients, and other customers.
• A positive, professional attitude
• A team player; able to work in and foster a team environment