Medical Records Specialist

JOB SUMMARY 

The Medical Records Specialist supports the Medical Records/Release of Information (ROI) function by processing requests for medical records and related documentation in accordance with departmental policies, organizational requirements, and applicable federal and state regulations. The position is responsible for reviewing and processing record requests, preparing records for release, maintaining required documentation, assisting requesting parties, and supporting accurate and timely completion of Release of Information activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Perform duties associated with the preparation, generation, and distribution of medical records in accordance with departmental policies and procedures and applicable requirements.
• Provides invoices to requesting customers, as applicable, prior to the release of medical records.
• Works directly with outside physician offices to assist with closing care gaps related to future visits and/or follow-up medical documentation.
• Maintains required ROI documentation, information files, and related records in accordance with established departmental procedures.
• Utilizes applicable office equipment, systems, and applications required to perform assigned responsibilities.
• Handles incoming and outgoing telephone communications related to medical record requests, including request status, required documentation , and general Release of Information inquiries.
• Reviews medical record requests and authorizations for completeness and accuracy prior to processing.
• Monitors pending medical record requests and follows up on outstanding information or documentation, as necessary.
• Maintains the confidentiality and security of protected health information in accordance with HIPAA, organizational policies, and applicable requirements.
• Collects and processes payments associated with medical record requests, as applicable.

CORPORATE CULTURE RESPONSIBILITIES

• Follow established corporate and department-specific policies and procedures.
• Attend all corporate and department-specific required training.
• Uphold the organization’s Purpose, Values, and Vision.
• Abide by the organization’s Corporate Culture Responsibilities. 
• Perform other duties as may be assigned

EDUCATION/EXPERIENCE REQUIREMENTS

• Minimum education requirement is a high school diploma or GED.
• Prior experience in a medical office or medical records environment preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Effective customer service, interpersonal, verbal, and written communication skills, with close attention to detail.
• Professionalism, integrity, and adaptability in carrying out assigned responsibilities and responding to changing operational needs.
• Computer proficiency and the ability to learn and effectively utilize new applications, equipment, and processes.
• Effective listening skills and the ability to accurately receive, understand, and communicate information.
• Dependability, accountability, and effective organizational skills in carrying out assigned responsibilities.
• Ability to effectively prioritize and manage multiple tasks in a fast-paced environment with frequent interruptions.
• Sound judgment and the ability to independently apply established procedures and make appropriate decisions in carrying out assigned responsibilities.
• Ability to remain calm and professional while effectively managing time-sensitive requests, competing priorities, and other high-pressure situations.
• Knowledge of Release of Information practices, patient confidentiality, HIPAA requirements, and applicable departmental procedures.

PHYSICAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

• Strength (Lift/Carry/Push/Pull): Sedentary (exerting up to 10 pounds of force occasionally)
• Standing/Walking: Occasionally; activity exists up to 1/4 of the time
• Keyboarding/Dexterity: Frequently; activity exists from ¾ of the time
• Ability to look at a computer screen for extended periods.
• Ability to perform constant repetitive hands and finger motions.
• Ability to work in various positions (sitting, bending, and reaching) for extended periods of time.
• Talking (Must be able to effectively communicate verbally): Yes
• Seeing: Yes
• Hearing: Yes

EMOTIONAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

• Must exhibit stable work behaviors daily.
• Must possess adequate individual coping skills.
• Ability to remain calm and professional regardless of workload or time constraints.   
• Must be able to work under stress and remain calm and professional.    

WORK ENVIRONMENT

• Medical Records office environment
• Exposed to frequent and constant interruptions in daily functions/schedule.  
• Must be available to customers and staff throughout the day.  
• May be required to work extended hours to meet department needs.