Medical Records Clerk

VITAS Healthcare; Miramar (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

VITAS Healthcare is seeking an organized healthcare office administrator to manage patient demographics, insurance verifications, pre-authorizations, and related documentation. The role involves liaison work with field operations and revenue cycle vendors to ensure accurate, timely billing and high-quality service.

The ideal candidate will have 3+ years in a fast-paced office setting, familiarity with medical terminology, and proficiency in Excel.

Qualifications

• Minimum 3 years’ experience in a fast-paced office setting; healthcare setting preferred.
• Basic knowledge of medical terminology.
• Familiarity with billing and health insurance practices.
• Experience using Allscripts and eDocs preferred.
• Proficient in Excel reporting.
• High level of professionalism.
• Excellent attention to detail.
• Good communication skills and ability to use proper channels of communication.
• Strong interpersonal, customer service, problem solving, and research skills.

Responsibilities

• Administer documentation, demographics, insurance verifications, and pre-authorizations to ensure successful patient visits and proper billing.
• Coordinate multiple workflows using a virtual desktop system to reconcile daily itineraries with required documentation.
• Prepare and transmit complete files to revenue cycle management vendor for billing.
• Follow up with providers on missing documentation.
• Manage communications from patients, referral sources, programs, and staff to maintain efficient workflows.
• Provide provider daily reporting and follow-up activities as needed.
• Review productivity reports and contact providers if data is missing.
• Maintain accurate registration, benefits information and other records in patient care system.
• Create ad hoc reports using Excel and complete management projects.
• Verify insurance coverage and obtain pre-authorizations as necessary.
• Schedule outpatient visits using Allscripts and prepare patient charts for visits.
• Update divisional project website with workflows and hot sheets.
• Evaluate after-hours callbacks and follow up with patients or providers.
• Recommend quality improvements to maintain efficient processes.
• Perform related duties as required by supervisor or management.

Skills

Customer service

Attention to detail

Communication skills

Professionalism

Education

Associate degree in health care or related field

Tools

Allscripts

eDocs

Altruis

Laserfiche

Excel

Job description

Responsible for the administration, organization and reconciliation of necessary items such as documentation, patient demographics, insurance verifications, pre-authorizations, etc. to ensure all required details are obtained for successful patient visits and appropriate billing. Liaison to the field, practice operations, and revenue cycle management vendor while maintaining a high level of customer service with all communications.

• Warehouse itineraries, notes and face sheets into internal patient digital records ensuring accuracy, completeness, and compliance with applicable regulations.
• Administer multiple workflows using a virtual desktop system to reconcile team member daily itineraries by compiling the required documentation
• Prepare and transmit complete files to revenue cycle management vendor to ensure proper and appropriate billing
• Transfer incomplete files to pending workflow and follow up with providers on missing documentation using appropriate problem solving methods
• Manage communication from patients, referral sources, programs, practice employees, and provide requested information to maintain efficient workflows.
• Manage provider daily reporting and provide follow-up activities as needed.
• Administer and review productivity reports and contact providers if data is missing.
• Maintain and document accurate registration, benefits information and other records in patient care system.
• Compile various ad hoc reports using Excel and complete projects as requested by management
• Verify patient insurance coverage and eligibility using the face sheet, and obtain pre-authorizations as necessary.
• Schedule/confirm outpatient visits using Allscripts, retrieve notes from edocs, and prepare patient charts for outpatient visits to maintain organization.
• Update program hot sheets, workflows and others on the divisional project website.
• Evaluate information from after-hours callbacks and follow up with the patient, or provider as necessary.
• Retrieve notes from hospital medical records by entering into individual hospital portal after the itinerary and face sheet have been received.
• Review all electronic faxes and scans for completeness and determine next steps in the process.
• Recommend quality improvements efforts to maintain efficient processes.
• Perform related duties as required. This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job‑related duties assigned by their supervisor or management.

QUALIFICATIONS

• Minimum 3 years’ experience working in a fast-paced office setting; healthcare setting preferred
• Basic knowledge of medical terminology desired
• Familiarity with billing and health insurance practices
• Experience using Altruis, Laserfiche, Allscripts and eDocs preferred
• Proficient in Excel reporting
• High level of professionalism
• Excellent attention to detail
• Good communication skills and ability to use proper channels of communication
• Strong interpersonal, customer service, problem solving, and research skills
• Ability to navigate within automated systems and proficiency in Outlook, Word and Excel
• Ability to work on various assignments simultaneously

EDUCATION

• Completion of high school or basic education equivalency required. Associates degree in Health Care or related field from an accredited college or university or the international equivalent preferred.

SPECIAL INSTRUCTIONS TO CANDIDATES

• EOE/AA M/F/D/V