Medical Records Coordinator

A Caring Alternative; Marion (NC); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Company laptop

401(k) & Roth retirement plans

Company matching 401(k) & Roth

11 paid holidays

Direct deposit

Paid Time Off accrual begins 60 days

Medical, dental & vision insurance

Life Insurance

Short term & long-term disability

Employee Assistance Program

Job summary

A Caring Alternative, LLC is seeking a Medical Records Coordinator to ensure consumer data is accurately compiled, updated, and organized in accordance with regulations. This on-site role at our Marion, NC location supports OPT and Medication Management services with front desk coverage as needed.

Qualified candidates will have a High School diploma or equivalent, 3-5 years healthcare office experience, and strong interpersonal skills while upholding client confidentiality and compliance

Qualifications

• High School Diploma or equivalent required.
• 3-5 years healthcare experience in a physician office or outpatient setting preferred.
• Excellent interpersonal skills and ability to work independently.

Responsibilities

• Greet and assist clients and visitors in a professional manner.
• Maintain client confidentiality and accurate charting in the EHR.
• Verify insurance eligibility and collect co-pays at front desk.
• Schedule appointments and manage OPT and Medication Management calendars.
• Process intake packets and assist with front desk coverage as needed.
• Ensure compliance with regulatory policies and agency procedures.

Job description

Job Location: Marion

Position Type: Full time

A Caring Alternative, LLC (ACA) is a well-established comprehensive care agency providing behavioral health and substance use disorder services to adults, adolescents, and children in Western North Carolina. The agency was founded on the belief that when people truly care and are willing to go the extra mile, we will not only improve lives, but we will also create success in the lives of the people we support.

To more about us, visit our website at www.caringalternative.com.

Why apply at A Caring Alternative?

• We celebrate diversity, so bring YOU! We want you to be proud and comfortable to bring your true self and we strive to enhance the value of our work through respectful curiosity of one another’s culture.
• Competitive Payrates! We offer a competitive rate of pay.
• Work related mileage is paid tax free.
• Be a Team Member! As a member of our team, we are dedicated to promoting your talents, skillset, and energies to improve the environment and quality for those we serve. We are in the business of caring and committed to building an organization where our team can grow together by helping others.
• Strong Core Values! Join our values-based, family-owned company with a culture that we care.
• Flexibility! We work in a team environment and promote flexibility. One of our core values is that our employees have a healthy work-life balance.
• Training! Solid training is provided & paid for by the company. Free CPR, First Aid and NPI training. CEUs are available and external training is also paid for by the company.

Benefits!

• Company laptop provided for most positions.
• 401(k) & Roth retirement plans.
• Company matching 401(k) & Roth.
• 11 paid holidays.
• Direct deposit.
• Paid Time Off accrual begins 60 days after hire.
• Major medical, dental & vision insurance plus 16 hours paid sick time after 60 days.
• Company paid Life Insurance policy.
• Short term & long-term insurance available.
• Employee Assistance Program for free financial, emotional & legal help.

The Medical Records Coordinator makes certain that consumer data is being compiled, updated, and organized accurately in compliance with regulations.

Job Duties include:

• Greet, assist and/or direct clients, visitors and the general public.
• Represent the agency in a professional manner at all times.
• Establish knowledge of services provided and agency policies and procedures.
• Establish and maintain effective working relationships with all personnel, consumers, and other stakeholders.
• Maintain the confidentiality of all clients and client related information of A Caring Alternative.
• Answer all incoming calls and handle callers’ inquiries whenever possible.
• Re-direct calls as appropriate and take adequate messages when required.
• Disseminate pertinent information to all staff in a timely manner.
• Complete and track all ‘Assurance of Confidentiality’ forms with all visitors.
• Manage the waiting area and ensure all individuals are checked in/out and that appointments are scheduled.
• Verify insurance eligibility for all new clients and for existing clients as needed.
• Prints and completes intake packets with new clients (and parent or guardian) when covering front desk.
• Collect co pays, process payments and provide receipts to clients and business office when covering front desk.
• Update appointment calendars for OPT and Medication Management.
• Fill vacant appointments as necessary for OPT and Medication Management.
• Provide follow-up calls and text messages to clients to remind of scheduled appointments in a timely manner or as needed.
• Processes and follows up with all external referrals received.
• Responsible for all scheduling needs for OPT and Medication Management when covering the front desk.
• Keep waiting area clean and put items back in their place throughout the daywhen covering the front desk.
• Scan and upload various documents into client charts in electronic health record.
• Process all opening, discharge, annual update, and transition packets for OPT and all enhanced services.
• Process medical records requested by authorized vendors such as hospitals or MCO’s.
• Track authorizations for all enhanced services.
• Verify units authorized and dates.
• Enter authorizations into the electronic health record for OPT and all enhanced services.
• Enter new client information into electronic health record obtained during walk-in clinic or from an outside referral for OPT and all enhanced services or update information if a previous client already entered.
• Assists medication providers with any in office needs (sending invites for telehealth sessions, helping with email, helping to resolve all scheduling concerns, helping with any medication and pharmacy issues, and any other issues related to Medication Management) when covering.
• Submits and tracks any prior authorizations needed for medications so they can be filled at the pharmacy when covering.
• Creates charts for new clients for Medication Management.
• Breaks down chart and scans and uploads all documents into client’s chart in electronic health record upon discharge from Medication Management.
• Correct deficiencies noted on all audits by established guidelines.
• Checks faxes daily as needed and processes or distributes to appropriate staff as needed.
• Forward complaints or concerns from clients, employees, referring agencies, or families to Chief Compliance Officer or Director of Operations.
• Responsible for maintaining compliance with all corporate policies and procedures.
• Complete training and updates as required per agency policy.
• Comply with all local, state, and federal laws, regulations, and guidelines.
• Advise supervisor of any out of compliance concerns.
• Ensure the rights of the people served are upheld and their confidentiality is protected.
• Other duties as assigned by supervisor.

Basic Requirements:

• Demonstrates the appropriate specialized knowledge required to perform the job effectively and efficiently.
• Exhibits the skills necessary to complete tasks using established techniques, materials, and equipment.
• This includes learning and adapting to changing skill requirements.
• Demonstrates accuracy and thoroughness.
• Applies feedback to improve performance.
• Conserves organizational resources.
• Commits to doing the best job possible.
• Looks for ways to improve work quality.
• Monitors own work to ensure quality.
• Takes responsibility for own actions.

Education and Experience Required:

• High School Diploma or equivalent.
• 3-5 years’ healthcare experience in a physician office or outpatient setting.
• Excellent interpersonal skills and ability to work independently.

A Caring Alternative, LLC is a CARF accredited service provider with facilities in Asheville, Hickory, Marion, Statesville and Morganton, NC. A Caring Alternative, LLC is CABHA certified and a Trauma Informed Agency. We provide an array of services to Alexander, Buncombe, Burke, Catawba, Caldwell, Iredell, McDowell, and Mitchell counties which consist of Assertive Community Treatment Team, Community Support Team, Day Treatment, Integrated Care, Intensive In-Home, Medication Management, Outpatient Therapy, and Therapeutic Foster Care.

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