Centralized Functions Specialist

WMH Alzheimer’s Support Group; Honesdale (Wayne County); On-site; USD 40,000 - 55,000; Full time

Job summary

Wayne Memorial Community Health Centers (WMCHC) is seeking a Centralized Functions Specialist to support essential administrative tasks across the clinic. Responsibilities include medical records management, patient referral coordination, testing and medication authorizations, and fax queue management.

The role emphasizes HIPAA compliance, efficient document handling, and cross-functional collaboration to ensure smooth daily operations and timely responses to patient and staff inquiries.

Qualifications

• High school diploma or GED required.
• Working knowledge of HIPAA and privacy regulations.
• Must be able to use fax, copier, scanners, and email.
• Prior medical terminology experience is a plus.

Responsibilities

• Maintain the central fax queue and route faxes to the correct patient chart using two identifiers.
• Scan reports, records and documents into patient charts with proper naming conventions.
• Coordinate timely referrals with specialists, verify insurance, and follow up on outcomes.
• Submit and follow up on authorization requests for testing and medications to insurers.
• Process medical record requests in a timely manner following HIPAA guidelines.
• Support development of new processes and procedures as the department evolves.
• Answer patient and employee questions professionally and redirect as needed.
• Maintain front office in an efficient and orderly manner.
• Maintain day sheets and daily/monthly balances; make deposits as needed.
• Read and sort incoming mail daily; distribute to appropriate areas.

Skills

Customer service

Communication

Phone skills

Independent work

Prioritization

Problem solving

Education

High school diploma / GED

Tools

EMR systems

Job description

Wayne Memorial Community Health Centers (WMCHC) is seeking a Centralized Functions Specialist. The Centralized Functions Specialist plays a vital role in ensuring the smooth operation of various administrative functions across the Federally Qualified Health Clinic (FQHC). This includes medical records management, patient referral coordination, testing and medication authorizations, and fax queue management.

WMCHC’s Mission

Wayne Memorial Community Health Centers creates and sustains healthy rural communities by providing accessible, high quality medical, dental, and behavioral health care for all, while recognizing and addressing other factors that influence health outcomes.

Duties/Responsibilities:

• Maintains the central fax queue ensuring all incoming faxes are processed in a timely manner and routed to the correct patient chart by using the two patient identifiers.
• Scan all assigned reports, records and other documents into the patients’ chart in a timely manner using recommended naming conventions.
• Ensure timely processing of referrals, including coordination with specialists, insurance verification, and follow-up on outcomes.
• Submit and follow up on authorization requests for testing and medication to insurance companies.
• Process medical record requests in a timely manner while following HIPAA guidelines.
• Support the development of new processes and procedures as the department evolves and expands.
• Perform other projects/ duties as assigned in a timely fashion to support the efficient operations of the department.
• Answers patient and employee questions in a professional and timely manner. Directs unanswered questions to appropriate personnel.
• Maintains front office in an efficient and orderly manner.
• Maintains day sheets and monthly and daily balances.
• Makes deposit of day’s receipts.
• Reads and sorts incoming mail on a daily basis. Distributes mail to appropriate areas and personnel.
• Types and forwards/mails assigned correspondence in an orderly and timely fashion.
• Performs other duties as assigned to support the efficient operation of the department.

Qualifications

Minimum Qualifications

• High school diploma/GED required.
• Working knowledge of HIPAA and privacy regulations.
• Must be able to use fax, copier, scanners, and email.
• Prior medical terminology experience is a plus.

Other Skills Needed:

• Must have excellent customer service, communication and phone skills
• Previous medical office, EMR, and physician office billing experience highly preferred.
• Must have excellent organizational skills.
• Must be able to work independently and be able to prioritize.
• Must be willing to learn new skills, new software and processes quickly.
• Critical thinking and problem-solving skills