EDUCATIONAL REQUIREMENTS:

• High school diploma required

QUALIFICATIONS AND EXPERIENCE:

• Minimum two (2) years experience in a medical records environment
• NextGen EMR experience preferred (EHR, PM, DM, Rosetta Holding Tank)
• Knowledge of current HIPAA Privacy Regulations
• Proficient computer knowledge including but not limited to: email, Microsoft Word/Excel/Outlook, Electronic Medical Records, system integrations.
• Ability to perform daily tasks with minimal error rate
• Ability to use good judgment in the course of contact with physicians, patients, staff and attorney’s
• Ability to complete forms and other requests for information
• Ability to perform multiple and diverse tasks simultaneously and work with constant interruptions by staff members and incoming phone calls.
• A sharp eye to ensure medical records being placed in a chart are the records of the correct patient
• Good communication skills
• Responsible for answering Medical Records phone calls, tasking, and completing requests in a timely manner
• Ability to delegate and redistribute incoming requests to appropriate departments when necessary (i.e. Schedulers, Medical Assistants, Surgery Schedulers, etc.)
• Willingness to adapt to new implemented workflows regarding Health Information Technology workflows. Work with HIT Supervisor/Clinical Director to create innovative workflows.

ESSENTIALDUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Daily Duties

• Answer calls on the HIT Phone Queue as they come in throughout the day. Assist patients, medical practices, or attorneys with any records requests. Following HIPAA protocols for all information disclosed. Having open communication with MedRec Services regarding Medical Records that are outsourced from the HIT department.
• Sorting through HIT related faxes and delegating/processing as necessary.
• Working on Entrada Cloud Access System (Current Dictation Model) to fix any dictations in Quality Control, Errors in NextGen integration, and fixing dictations per provider requests. Ability to manually import dictations via RTF file modification and judge when this is necessary. Guidance can be provided by Supervisor.
• Checking worklogs for missing operative reports and obtaining those reports from the correct platforms (HOISC, Epic, Satellite Surgical Centers)
• Matching any documents that land in the Rosetta Holding Tank to patients charts for provider review (Consultations, Labs, etc.)
• Maintaining Express Fax Engine queue and updating fax number for outside providers as necessary.
• Scans and files lab reports, correspondence, physician dictation/notes, progress notes, radiology reports, other diagnostic studies, and other approved documents in charts within time frames.
• Faxing Office Visit Reports that need to be sent to PCP and other MD offices via fax or eFax system.
• Ensures fulfillment of all mailed-in and faxed requests for medical records from insurance companies, managed care plans, hospitals, attorneys, patients and other physicians when appropriate releases are provided.
• Consistently meets Productivity Standards as defined.

ROUTINE DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

• Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice.
• Maintains detailed knowledge of practice management and other computer software as it relates to job functions.
• Attends all department and staff meetings.
• Verifies authenticity of subpoenas and release of information forms and processes requests according to state guidelines.
• Performs other duties as requested by the Clinical Director or HIT Supervisor

Productivity Standards

• Ensures daily tasks are completed in a timely manner to avoid backlog of multiple platforms being used.
• Communicates with Supervisor when errors or missing dictations are found in charts.
• Based on productivity standards, remote work from home may be an option for employee. Constant communication with Supervisor is required and meetings will be mandatory when needed.

Supervisory Responsibilities
This position has no supervisory responsibilities.

Typical Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position requires prolonged standing or sitting, as well as frequent bending, stooping or stretching. Employee may be required to lift up to 30 pounds. Employee must have good eye-hand coordination, manual dexterity, and the ability to distinguish letters or symbols. The position also requires the use of the office equipment such as computer terminals, telephones or copiers, and normal vision range and the absence of color-blindness.

Typical Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in an office environment. Contact with staff, patients and the public is part of the position.

BEHAVIORAL EXPECTATIONS
Positive Image

• Perception is everything - portray an overall impression of excellence.
• Maintain a professional image and a clean, orderly work environment.
• Always acknowledge persons in a friendly manner - in person or over the phone.
• Clothing should be clean and pressed.
• Shoes should not have holes and should be clean and appropriate for work.
• Avoid trendy hairstyles, body art, and piercings.

Respectful Treatment

• Treat each other with courtesy and respect. Never condescending.
• Agree to refrain from any behavior that is intimidating or harassing, including but not limited to unwanted touching, sexually-oriented or degrading jokes or comments, obscene gestures or physical throwing of objects or making inappropriate comments.
• If conflict arises, seek the proper professional, and an objective arena in which to deal with the issue. Focus on the situation – not the person.
• Conduct personal conversations in private.
• If you don’t have the facts, don’t spread the gossip.
• Avoid relaying information that does not relate to you or a job function.
• Never share personal information such as home address and phone number without permission. Documents with personal information should not be in public sight.

Customer Service

• Maintain composure under difficult situations.
• Actively participate or solicit needs and strive to exceed expectations.
• Acknowledge the presence of anyone who enters your department who may need assistance.
• Never make excuses, blame other employees or departments – just solve the problem.
• It is unacceptable to refuse someone’s request to solve a problem or deal with a difficult situation. If you get it, resolve it, own it.
• End each interaction by thanking him/her and asking, “Is there anything else I can do for you?”

Language

• Communicate professionally and effectively.
• Use a pleasant/appropriate tone at all times.
• Agree not to use language that is profane, vulgar, sexually suggestive or explicit, intimidating, degrading, or racially/ethically/religiously slurring, and agree not to use slang or street language in any professional setting related to the care of patients.
• Use body language that reflects that you are approachable and open to conversation.

E-mail Etiquette

• In the workplace, the written and spoken language should always be more formal than casual.
• Turn on Spellcheck - In Outlook, click Tools, Options, Spelling, click in the box next to “Always check spelling before sending” click “OK”.
• Be brief and to the point.
• Keep in mind that e-mail is not private. If your e-mail were to be forwarded to a physician or executive, would you be embarrassed?

Education
Preferred

• High School or better

Skills
Preferred

• Word processing software
• Pleasant speaking voice and demeanor
• Extremely organized
• EMR (NextGen preferred)
• Email and Internet applications
• Ability to perform multiple tasks

Behaviors
Preferred

• Team Player: Works well as a member of a group
• Dedicated: Devoted to a task or purpose with loyalty or integrity
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Job Type: Full-time

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