Medical Records Clerk

JOB TITLE: Medical Records Clerk
LOCATION: Rockville, MD
HOURS: 4 DAY WORK WEEK - Monday - Thursday (Full-Time)
PAY: $21
FREE PARKING AT ALL 7 OFFICE LOCATIONS!

BENEFITS:

• Health/Dental/Vision Insurance - Cigna
• FSA
• HSA
• Life Insurance
• 401K Contributions
• Disability Insurance
• Paid Time Off
• Every Friday off
• Tuition Assistance
• Free Parking
• Paid Maternity and Paternity Leave
• STD/LTD/ADD Insurance (short-term disability, long-term disability and accidental death and dismemberment insurance)

JOB TITLE: Medical Records Representative

GENERAL STATEMENT OF DUTIES: Maintains electronic charts by scanning and filing medical documents. Maintains and responds to patient portal requests through NextGen. Review and complete/create tasks in EHR. Process and organize e-faxes coming into the office daily. Handles telephone inquiries and medical records requests from patients and other providers. Process third party requests and payments. Works in a Centralized Medical Department assisting all ARA locations on site and remotely.

SUPERVISION RECEIVED: Reports to the Medical Records Manager.

SUPERVISION EXERCISED: None

TYPICAL PHYSICAL DEMANDS: Requires full range of motion including manual and finger dexterity and hand-eye coordination. Requires ability to use office equipment, consisting of photocopier, fax machine, computer, phone equipment, calculator, postage meter and scale. Requires prolonged sitting and standing as well as bending and stooping. Requires ability to communicate with patients, providers, and staff members. Requires ability to review history forms, insurance forms and patient information. Requires ability to distinguish letters or symbols. Requires vision correctable to 20/20 and hearing within the normal range for telephone contacts. Requires the ability to lift and carry approximately 20 pounds. It is necessary to be able to work at a fast pace.

TYPICAL WORKING CONDITIONS: Work is performed in an office environment. Work may be stressful at times. Interaction with patients, people who are ill, their families, other medical groups, and vendors is required. Work remotely assisting all ARA locations with medical records duties.

EXAMPLES OF DUTIES: (This list may not include all the duties assigned.)

Medical Records Duties

• Scans and files into patients' electronic charts all medical documents including, but not limited to registration forms, HIPAA forms, patient history forms, laboratory reports, x-ray reports, and correspondence.
• Picks up correspondence, new patient forms, and other medical reports from each physician's desk to be scanned and filed.
• Maintains an orderly Medical Records Department.
• Sanitizes work area daily.
• Works with medical assistants and other staff to route medical information to other locations and request medical information from other physicians.
• Retrieves medical records voicemail, patient portal messages, and EHR tasks daily. Ensures all requests are handled in a timely fashion.
• Mails or faxes copies of medical documents and reports to other physicians and patients. Pulls and re-files microfilmed records when necessary.
• Takes messages for physicians and other staff members as required, tasking messages in electronic medical record when necessary.

EXAMPLES OF DUTIES (cont.):

• Checks that proper information is in the electronic record for the messages before sending it to the physician.
• Checks failed faxes in the electronic record and refax or mail to physicians the patient reports.
• Prepares for new patients by requesting records from referring providers and PCP.
• Properly enter information of records release in the PHI log.
• Keep active and daily communication with other medical records team members in our Centralized Medical Records team chat.
• Assist remotely all ARA locations with medical records duties.
• Process subpoenas and insurance/state disability requests in accordance with company policy.
• Burn CDs for images and records as needed for patients.
• Upload and file EMG reports from the designated EMG drive.
• Collect monies for medical records requiring payment. Create a Transaction Log and deposits slips as needed for the business office.
• Run Rejected ICS report and correct misfiled documents at least once per week.
• Obtain medical records from referring physician and PCP on all new patients two weeks in advance.
• Comply with HIPAA regulations.
• Performs related work as required to meet the needs of the company.

EDUCATION:

• High School Diploma or GED required.
• One year post high school education preferable.

EXPERIENCE:

• One year of medical experience as a medical records representative.
• Computer experience required. Knowledge of EMR preferred.

PERFORMANCE REQUIREMENTS: (Knowledge, Skills, and Abilities)

• Ability to accurately file and maintain patient records, reports, and other correspondence.
• Possess skill in English grammar and spelling.
• Skilled in greeting patients and answering the telephone in a pleasant and helpful manner. Possess excellent interpersonal skills.
• Ability to speak clearly and concisely.
• Ability to read, understand, communicate, and follow oral and written instructions.
• Ability to sort and file materials correctly by alphabetic system.
• Ability to work remotely with the centralized medical record team.
• Skill in operating a computer, multiline phone system, photocopier, fax machine, scanner, and postage meter.
• Ability to establish and maintain effective working relationships with patients, employees, providers, and the public.
• Ability to maintain the confidentiality of sensitive information (HIPAA compliant)
• Ability to work in a fast-paced, stressful environment.
• Ability to accurately multitask.
• Be detail oriented.
• Be knowledgeable of state guidelines and requirements as they pertain to medical records.

COMPLIANCE:

• Obtain proper signatures before releasing records.
• Follow guidelines for maintaining patient confidentiality.
• Understand and follow HIPAA requirements.
• Demonstrate a strong commitment to honest and responsible corporate conduct. Follow all company procedures and maintain high ethical standards.
• Identify, report, and/or prevent any fraudulent or unethical behavior.
• Initiate notification to management if inappropriate behavior is observed within the organization.

HIPAA-Minimum Necessary Access to PHI

The responsibilities associated with this position allow access to the computer "role" of Medical Record Representative

We are committed to enforcing minimum necessary access to our patients' PHI by limiting the uses and disclosures of this information within our practice. In order for this employee to carry out his/her job (carry out TPO) in a manner that best serves our patients, the employee needs access to the aforementioned computer "role". Role descriptions are explicitly defined in our HIPAA manual. Access to computer information is password protected. Upon termination of an employee, his/her password will be deleted from the system.

DISCLAIMER:

The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job. It is intended to be an accurate reflection of the general nature and level of the job.