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Evergreen Treatment Services (ETS) has been working to transform the lives of individuals and their communities through innovative and effective addiction and social services in Western Washington since 1973. Our services combine methadone or buprenorphine-based medications with wraparound services, including counseling, urine drug screens, acupuncture, and engagement with medical providers. This position reports to the Privacy Officer and is responsible for safeguarding and protecting the patient's right to privacy by ensuring that only authorized individuals have access to the patient's Substance Use Disorder (SUD) information and that all releases of information are in compliance with CFR 42 part 2 and HIPAA regulations. The nature of this position is fast-paced and requires considerable multitasking and exceptional customer service and interpersonal skills. The work also requires regular interaction with patients and internal and external stakeholders.
Job Functions
1. Oversees the day-to-day activities of medical records at ETS clinic locations, all the while treating internal and external customers kindly and respectfully.
2. Responsible and accountable for record-keeping, documenting HIM procedures, workflows, and storage of all medical records consistent with organizational policies and procedures, AHIMA professional standards, and state and federal laws and regulations for a SUD treatment facility.
3. Coordinate and oversee multiple off-site, and on-site medical record audits to ensure integrity, confidentiality, and availability of patient information.
4. Conducts ongoing assessment of processes to identify, address and implement improvements for medical records best practices and standards.
5. Assist in developing staff training material on HIM processes and training staff.
6. Work with Clinical Informatics Specialist/Privacy Officer regarding ongoing tweaking the medical records system to fit ETS's internal procedures and workflows. Provide recommendations to improve HIM processes. 2
7. Maintain working knowledge of current state and federal laws regarding fee structure, HIPAA, 42 CFR Part 2 regulations, as well as updates to HIM best practices, policies, procedures, workflows, and treatment manual regarding confidentiality, integrity, and availability of patient information.
8. Coordinate monthly meetings and quarterly site visits at ETS medical records locations.
9. Provides excellent customer service by being attentive, respectful, and professional at all times; ensures understanding of customer requests and follows-through as promised; is proactive in identifying and addressing internal and external stakeholder concerns or problems.
10. Ability to maintain regular attendance and punctuality as scheduled. Notifies Supervisor and/or Clinic Manager if unable to adhere to daily schedule.
11. Adheres to all Company time and attendance policies or applicable law covering meal breaks and rest periods. Records all accurate work hours in the Company's designated time keeping system daily and adheres to the Company's overtime policy and procedures for requesting time off or change in schedule.
Requirements
Education High school diploma, associate degree preferred. Two (2) years of college coursework in Medical/Health Records, Health Information Technology, Health Information Administration, or related field will be considered. RHIT preferred. Experience Previous HIM experience in behavioral health, substance use disorder, or mental health
At least three (3) years of experience in HIM best practices for handling patient health information and/or medical records is strongly preferred.
Skills
1. Exceptional customer service phone and email etiquette.
2. Maintain effective and organized systems to ensure timely patient flow.
3. Computer skills with basic knowledge of Microsoft Office Word, PowerPoint, Excel, and electronic medical records. Knowledge
Requirements
1. Exercises sound judgment, problem-solving, and critical thinking skills in executing job duties and knows when to ask for guidance and/or share information with supervisor and/or manager.
2. Computer literate, with basic knowledge of Microsoft Office Suite and a high level of initiative in keeping current with technological change. Willingness to expand computer skills as requested.
3. Excellent organizational and time management skills, prioritizing workload, working independently, and completing tasks promptly and efficiently.
4. Dependable, able to work under pressure, receptive to change, willing to learn, cooperative and collaborative approach to problem-solving.
5. Ability to establish and maintain effective working relationships with staff and clients from various ethnic, socioeconomic, and cultural backgrounds; good diplomatic skills.
6. Ability to maintain confidentiality and discretion when handling highly sensitive information.
7. Flexible, respectful and collaborative team player with excellent attention to detail.
Language Skills
1. Ability to read and interpret policies, procedures, and referral information.
2. Ability to write uncomplicated reports, instructions, workflows, and procedures.
3. Ability to present information effectively and respond courteously and professionally to questions from patients, staff, and referral sources.
Mathematical Skills and Reasoning Ability
1. Thorough knowledge of and ability to apply business arithmetic skills accurately and rapidly.
2. Ability to solve practical problems.
3. Ability to interpret various instructions furnished in written, oral, schedule, or diagram format.
Physical Requirements
1. The employee is regularly required to sit; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms and talk or hear; frequently required to stand, walk and kneel; occasionally to climb, balance, or stoop; rarely to crouch or crawl.
2. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close, color, and peripheral vision and the ability to adjust focus. The noise level in the work environment is moderate.
