Medical Records Specialist

American Oncology Management Company; Fredericksburg (VA); On-site; USD 23,000 - 33,000; Full time

Job summary

American Oncology Management Company is seeking an organized Records Technician to prepare new patient and HFU charts, request records from providers, and distribute records to outside physicians. The role requires meticulous data management, strong communication, and the ability to work across multiple locations.

The position entails filing, chart preparation, releasing information, and coordinating with labs and home health agencies while ensuring confidentiality.

Qualifications

• High School Diploma required; an Associate's degree is a plus.
• Healthcare experience preferred, especially in clinical settings.
• Solid understanding of medical records documentation requirements.
• Strong attention to detail with ability to multitask.
• Excellent interpersonal and communication skills.

Responsibilities

• Sort, file, and collate medical records into patient files according to procedures.
• File and retrieve records by patient name and physician name; research missing records.
• Coordinate release of information and requests for access to records.
• Examine records for completeness and required information.
• Process requests from clients for access to records and send records as needed.
• Answer phones and route calls or take messages; maintain confidentiality of information.
• Assist in daily operations: scanning, chart prep, labeling, and maintaining cleanliness.
• Deliver patient records between locations; process subpoenas or legal requests per policy.
• Prepare name labels for new and follow-up charts; maintain fax machine and distribute faxes.
• Open, sort, and distribute mail and lab reports; keep equipment in safe working order.
• Provide training assistance to other employees; may work at multiple locations and overtime as needed.

Skills

Attention to detail

Multitasking

Interpersonal skills

Communication skills

Self-management

MS Office proficiency

Education

High School Diploma

Associates degree (plus)

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Location: Hematology & Oncology Associates of Fredericksburg

Hiring Range: $16.49 - $23.77

Position Summary

Responsible for preparing all new patient and hospital follow-up (HFU) patient charts. Requests patient records from other physicians and hospitals. Send out all requested records to outside physicians.

Key Performance Areas

• Sort, file, and collate a variety of medical records and information into patient medical records in appropriate sequence and in accordance with established procedures.
• File and retrieve medical records by patient name in alpha order and by physician. Research lost or missing records in accordance with established procedures.
• Responsible for records of patients and coordination of release of information.
• Examine patient medical records for completeness ensuring all required information is included.
• Coordinate requests from clients for access to medical records.
• Answer telephone and take requests for medical records or information regarding patient care.
• Assist in daily operation; to include scanning, chart prep, pulling and filing charts, chart labels, and cleanliness of areas.
• Pick up and deliver patient medical records from designated areas in accordance with prescribed daily routine.
• Prepare (print) name labels and affix to all new patient and hospital follow up charts.
• Maintain fax machine with supplies.
• Distribute received faxes promptly.
• Open, sort, and distribute daily mail and any other reports delivered by lab facilities, home health agencies, etc.
• Maintain and ensure the confidentiality of all patient and employee information at all times.
• Request records as indicated by the doctor on the medical record section of the router from other physicians, lab facilities, etc. for established patients.
• Fax or mail records requested by patients or outside physicians.
• Send charts to administrative office for copying by outside copying company in response to subpoenas or other legal requests per policy.
• Answer telephones promptly and route calls or take messages as appropriate.
• Comply with all Federal and State laws and regulations pertaining to patient care, patients' rights, safety, billing, and collections.
• Adhere to all AON and departmental policies and procedures, including IT policies and procedures and Disaster Recovery Plan.
• Keep work area and records in a neat and orderly manner.
• Maintain all company equipment in a safe and working order.
• Assist in training other AON employees.
• Will be expected to work at any AON location to help meet AON business needs.
• Will also be expected to work overtime when given sufficient notice.

Required Qualifications

Education

• High School Diploma; Associates degree a plus.

Experience

• Experience in the healthcare field, preferably in a clinical setting.
• Understanding of documentation requirements for medical records.
• Attention to detail with strong ability to multitask.
• Excellent interpersonal skills.
• Strong communication skills with a wide variety of personalities.

Core Capabilities

• Analysis & Critical Thinking: Critical thinking skills including solid problem solving, analysis, decision-making, planning, time management and organizational skills. Must be detailed oriented with the ability to exercise independent judgment.
• Interpersonal Effectiveness: Developed interpersonal skills, emotional intelligence, diplomacy, tact, conflict management, delegation skills, and diversity awareness. Ability to work effectively with sensitive and confidential material and sometimes emotionally charged matters.
• Communication Skills: Good command of the English language. Second language is an asset but not required. Effective communication skills (oral, written, presentation), is an active listener, and effectively provides balanced feedback.
• Customer Service & Organizational Awareness: Strong customer focus. Ability to build an engaging culture of quality, performance effectiveness and operational excellence through best practices, strong business and political acumen, collaboration and partnerships, as well as a positive employee, physician and community relations.
• Self-Management: Effectively manages own time, conflicting priorities, self, stress, and professional development. Self-motivated and self-starter with ability work independently with limited supervision. Ability to work remotely effectively as required.
• Must be able to work effectively in a fast-paced, multi-site environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders and sites.
• Computer Skills:
  • Proficiency in MS Office Word, Excel, Power Point, and Outlook required.

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