Medical Records Clerk

Summary of Job Function

Responsible for maintaining the medical record in paper and electronic form and assisting consumers, authorized staff, and visitors in gaining access to protected health information in accordance to state, federal, and HIPAA regulations.

Essential Functions

• Maintains the privacy and confidentiality of all consumers and follows the HIPAA and Medical Records policies.
• Maintains the paper and electronic medical record of new, current, and terminated consumers.
• Preps, scans and indexes medical record into electronic records system on a daily basis; preps, scans and indexes old paper records into an electronic record system known as back file on a monthly/yearly basis as per program and agency guidelines.
• Assists consumers and staff when completing authorization to release medical record forms.
• Field calls and inquiries in regard to medical records.
• Obtains mail from mailroom and front desk on a daily basis for request for record and daily documents turned in.
• Reviews requests for information received in medical records and responds to those within the time frame documented in the agency policy using the pre-printed confidential paper; documents the disclosure per HIPAA regulations and agency policy; reports on released information data to medical records supervisor/privacy officer every month.
• Provides training for Prestera Center staff and other sites on how to complete authorization to request records as well as any trainings necessary to scan and index for that particular site.
• Records record review checks on a weekly basis as per department and agency policy.
• Maintains a contact file for records and IEMCs per department and agency policy.
• Assists Medical Records Supervisor with any destruction of medical records per program and agency policy.
• Maintains an inventory for Physician script pads as well as a record of issued script pads.
• Maintains record storage as needed and maintains physician documentation in file cabinet for six months after scanned/indexed into the electronic record system.
• Enters information into database for the monthly customer satisfaction surveys.
• All other duties assigned.

Job Specifications

Education, Certification/License, and/or Experience: High School Diploma or GED. Experience preferred. Driver's license and reliable transportation is required. Obtain and maintain CPR/FA and CPI certifications.

Knowledge, Skills, and Abilities required: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to add and subtract two digit numbers and to multiply and divide with 10s and 100s. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.