Medical Records Specialist – Crisis

Delaware Guidance Services for Children and Youth, Inc.; Dover (DE); On-site; USD 42,000 - 56,000; Full time

Job summary

Delaware Guidance Services for Children and Youth, Inc. is seeking a Medical Records Specialist to support HIPAA privacy and security duties within a healthcare-focused, office-based environment.

You will assist with chart audits, PHI disclosures, EMR data entry, and retention/destruction compliance while maintaining confidentiality and professional communication with patients and staff. This role emphasizes accuracy in records management, timely reporting, and collaboration with the Risk,

Qualifications

• High school diploma or GED or equivalent combination of education and experience.
• Ability to prioritize tasks and handle multiple assignments simultaneously.
• Ability to maintain confidentiality.
• Medical records and medical scheduling experience preferred.

Responsibilities

• Maintain routine chart audits and verify deficiencies; distribute deficiency reports and case reviews.
• Monitor retention and destruction of charts according to HIPAA standards and state/federal regulations.
• Process requests for routine disclosure of PHI for internal and external requestors.
• Serve as a HIPAA resource for the agency and maintain disclosure logs.
• Scans incoming correspondence into the EMR; close clinical records at discharge.
• Data entry as needed; run and analyze EMR reports.
• Pull charts for studies and audits; maintain professional conduct.

Skills

Prioritization

Confidentiality

Multitasking

Communication

Education

High school diploma or GED

1-year related experience or training

Job description

Summary/objective

The Medical Records Specialist will be expected to assist with the following job duties, as determined by medical record monitoring, tracking, and accessibility need and as assigned by the Risk, Compliance, and Privacy Administrator. The Medical Records Specialist must pass an annual HIPAA privacy and security training.

Essential Functions

Medical Records

• Maintain routine chart audits and verify deficiencies; distribute deficiency reports and case reviews.
• Monitor retention and destruction of charts according to HIPAA standards and State/Federal regulations.
• Reviews, processes and coordinates all authorized request for routine disclosure of protected health information (PHI) for internal and external requestors.
• Serves as a HIPAA resource for the agency and maintains HIPAA disclosure logs.
• Complete DPBHS contract deliverables and maintain documentation as assigned per clinical program.
• Scans incoming correspondence into the EMR.
• Close clinical records/charts at discharge after verifying complete record.
• Data entry as deemed necessary.
• Run and analyze reports in the EMR when appropriate.
• Pull charts for studies and insurance company audits.
• Maintain a courteous, helpful, and professional attitude when dealing with co-workers, patients, and their families. Respect confidentiality at all times.
• Perform other duties as assigned by supervisor.

General Responsibilities

• Uphold professional standards of treatment and the mission of the organization.
• Maintain a quality code of conduct, ethics and professionalism.
• Provide goal-directed and team-oriented services.
• Communicate effectively and professionally with all stakeholders.

Competencies/ Capabilities

• Planning & organization/time management
• Initiative/drive, and self-starter
• Collaborative Team Member, Strong Interpersonal skills/relationships/teamwork
• Judgment/decision making/problem solving
• Adaptability/continuous improvement/flexibility
• Extremely detail oriented with high accuracy and the ability to resist distractions
• Commitment and willingness to professional growth and development

Supervisory responsibilities

None

Work environment

Office-based

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Travel required

Minimal, may be asked to travel between sites on occasion

Minimum Qualifications

• High school diploma or general education degree (GED); or at least one-year related experience and/or training; or equivalent combination of education and experience.
• Ability to prioritize tasks and handle multiple assignments simultaneously
• Ability to maintain confidentiality

Preferred Qualifications

• Medical records and medical scheduling experience

Eeo

Delaware Guidance Services is an Equal Opportunity Employer. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

About Delaware Guidance Services

Delaware Guidance Services for Children and Youth, Inc. (DGS) is the largest provider of outpatient behavioral health services to children and families in Delaware. We operate offices in Wilmington, Newark, Dover, Lewes, and Seaford, and we are the only statewide not-for-profit outpatient behavioral health organization for children and adolescents accredited by JCAHO. In 2020, we were honored as a Compassionate Champion for our dedication to serving youth and families using a trauma-informed approach.

Through DGS, clients and families have access to outpatient counseling, group therapy, parent-child interaction therapy, and school-based services. Our community-based service lines serve youth and families who require a more intense therapeutic protocol. DGS’ 24-hour statewide Mobile Response and Stabilization Services (MRSS) dispatches skilled crisis intervention clinicians to provide immediate care to children experiencing behavioral health crises. Therapeutic options are available for a wide range of diagnoses including depression, anxiety, mood disorders, eating disorders, traumatic stress-related disorders, and suicidal ideation. In 2021, DGS clinicians provided over 54,000 direct care hours to children, youth, and families in Delaware. Over 93% of clients report improvement in their level of functioning following treatment, and therapeutic benefits derived from trauma-informed care extend to clients’ siblings, caregivers, classmates, and peers.

Our client population is racially and ethnically diverse; 80% of DGS clients are Medicaid recipients and 90% have household incomes under $30,000. Many of our clients present with significant treatment challenges including learning impacts due to missed school and negative economic impact due to parental missed work. We provide care to anyone in need, regardless of insurance status or ability to pay for care. DGS also provides services specifically tailored to meet the unique behavioral health care needs of child welfare-involved families and foster youth

Why Work at Delaware Guidance Services?

Benefits

• Competitive Compensation
• Generous Paid Time Off ( starting at 44 days of paid leave a year )
• Up to 6% Annual Contribution to Your Retirement Fund
• Free Professional Development Opportunities
• Medical, Dental and Vision Insurance
• Life and Long-term Disability Insurance

Position Highlights

• Generous benefits and time off policies
• Ability to work with children through a mission driven organization.