Medical Records Specialist

GOEBEL FIXTURE COMPANY; Greensboro (NC); On-site; USD 38,000 - 46,000; Full time

Job summary

GOEBEL FIXTURE COMPANY seeks a Medical Records Specialist to maintain medical records in accordance with policies, and provide admin support to the Director of Clinical Services and clinical team. The role includes back-up reception coverage and data management in EMR systems.

The position requires at least a high school diploma, with 1–2 years EMR experience and strong customer service, communication, and Microsoft Office skills.

Qualifications

• Education: High school graduate or equivalent; Associates degree preferred.
• Experience: 1+ year admin/clerical; 1-2 years EMR experience.
• Knowledge and abilities: strong customer service, data entry, and MS Office proficiency.

Responsibilities

• Maintains medical records per agency policies and procedures.
• Provides administrative assistance to Director of Clinical Services and clinical team.
• Back-up front desk receptionist coverage.
• Types, edits, and disseminates meeting minutes and correspondence.
• Assists with report generation and data management in EMR and databases.
• Ensures timely, accurate documentation for invoices and records.

Skills

Customer service

Data entry

Communication skills

Microsoft Word

Excel

PowerPoint

Outlook

EMR systems

Time management

Reading/writing English

Education

High school diploma

Associates degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Electronic Health Records (EHR) systems

Databases

Job description

• Employee Type Non Exempt FT

Description

Job Title: Medical Records Specialist

Supervisor: Director of Clinical Services

Positions Supervised: None

FLSA Status: Non-exempt Full-time

Job Summary

Maintains medical records according to agency policies and procedures. Provides administrative assistance to the Director of Clinical Services, clinical team and others as needed. Provides back-up Receptionist coverage at front desk.

Requirements

Specifications

Education and Training: High school graduate or its equivalent. Associates degree preferred.

Experience: Requires at least one year of administrative and/or clerical assistance experience, with at least 1-2 years of electronic medical records experience. Licensure, Registry or Certification required: None

Knowledge, Skills, and Abilities: Able to follow instructions and pre-established guidelines to perform the functions of the job; Excellent internal and external customer service skills; Must possess efficient computer skills (including, but not limited to Microsoft Word, Excel, PowerPoint, Outlook, Electronic Health Records Systems and Databases for data entry and information retrieval); Standard office equipment operation; Establishes priorities and time management practices to handle workflow with frequent interruptions; Attention to detail; Flexible and able to work well with others; Must possess excellent written and verbal communication skills; Has knowledge of commonly-used concepts, practices, and procedures within the medical records field; Takes initiative and is reliable; Ability to represent the organization professionally; Able to read, write and speak English; Able to take meeting minutes for recordkeeping purposes.

With or without reasonable accommodations: Must be able to bend, stoop, stretch, stand and sit for extended periods; Possess sufficient manual dexterity to operate keyboard and other office equipment; Sit for majority of assigned work time; Ability to lift heavy packages/bundles of approximately 30 pounds.

Summary

Essential Job Functions

Medical Records

• Maintains and retrieves participant files. Files all participant data upon receipt of information; initiates records for potential enrollees and creates computer index; prepares file labels; maintains filing statistics; audits filing sequence.
• Responds to requests for medical records; processes letters and reports; answers and directs telephone calls. Maintains spreadsheet of all records request.
• Distributes lab reports to physicians and materials to other departments; requests information from various departments; professionally responds to correspondence requests.
• With proper authorization may photocopy records and documents for billing and/or legal services; sends and receives information via scanner and/or facsimile machine.
• Keeps Supervisor informed of work-related problems and/or issues; monitors supplies needed and submits requests with Supervisor approval.
• Organizes and evaluates participant medical records.
• Serves as liaison to Capstone consulting services ensuring timely responses and completion of monitoring reports.
• Routinely monitors medical records for timely submission of documentation and communicates compliance issues with supervisors.
• Produces participant list for initial assessments and reassessments.
• Monitors authorizations for completeness and timeliness and reports outliers to appropriate supervisors.
• Obtains necessary documentation for annual recertification in NCTracks.
• Performs other duties as assigned

Clinical Administrative Assistant

• Types, edits and appropriately disseminates morning meetings minutes, IDT team care plan updates.
• Types and edits correspondence, memoranda, special projects, and related material.
• Accurately maintains data and information in the electronic medical record and other database resources.
• Assists with report generation activities such as: gathering information, summarizing data, creating graphs and charts, and producing and distributing reports for the Director of Clinical Services and the clinical team.
• Assists with the development and distribution of group meeting materials such as: agendas, presentations, follow-up materials, and meeting minutes.
• Provides timely, accurate and proper documentation to assist with invoice processing.
• Communicates supervisors’ instructions to various individuals and/or departments and obtains information from other internal and external parties.
• Organizes and maintains general files, binders, documents, etc. and follows up on pending matters in a timely manner.
• Performs other duties as assigned.

Front Desk Coverage

• Answers telephone, screens and directs calls. Takes and relays messages.
• Provides appropriate information to callers and/or routes them to appropriate personnel.
• Monitors the sign in and sign out process, which includes greeting individuals, directing individuals to the correct destination and monitoring participants in the lobby.
• Deals with queries from the public, participants and families.
• Ensures knowledge of staff movements in and out of the organization.
• General administrative and clerical support. Prepares letters and documents.
• Receives and sorts mail and deliveries.
• Schedules appointments and maintains appointments either manually or electronically.
• Schedules meetings as requested.
• Maintains a tidy reception area.
• Performs other duties as assigned.

None

Demonstrates knowledge of and supports PACE mission, vision, values, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.