Medical Records Specialist

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.