Health Information Medical Records Clerk

Position Purpose: The Clerk at Families Together of Orange County performs a wide variety of duties and responsibilities in a manner that places emphasis on quality, PHI/HIPAA compliance, and customer service.

The positions primary duties include organization of all incoming patient records requests, electronic records database maintenance, and adherence to FTOC’s approved process flows.

FTOC’s Expectations of all Employees

• Adheres to all FTOC Policies and Procedures.
• Conducts self in a manner that always represents FTOC’s core values.
• Maintains a positive and respectful attitude with all work-related contacts.
• Communicates regularly with immediate supervisor about Departmental and FTOC concerns.
• Consistently reports to work as scheduled and in a timely manner prepared to perform the duties of the position.
• Meets productivity standards and performs duties as workload necessitates.
• To train on all Learning Management Systems (LMS) by self-learning models from FTOC’s EMR.

Core Duties and responsibilities, include but are not limited to:

• Assess all incoming patient Medical Records request and determine outcome.
• Organizes and archives records and documents.
• Verify paperwork, digital forms, files, updating or correcting documentation as needed.
• Updates electronic filing systems, devises new organizational filing and storage systems for data as needed.
• Secures and protects the privacy of documents containing PHI.
• Assigns alerts for required information in EHR.
• Communicates with various individuals throughout the organization for records review.
• Works collaboratively with the various internal/external stakeholders.
• Comfortable with navigating database, EMR, and other necessary equipment.
• Designs templates for data entry and process flows to create efficiency.
• Ensures protection of patients’ rights, including release of information compliance, authorization, and adherence to all HIPAA laws.
• Performs other duties as assigned within scope.
• 
  This job description in no way states or implies that these are the only duties to be performed by the employee. He or she will be required to follow any other instructions and to perform other duties, within scope, as assigned by his or her supervisor.


Teamwork and Interpersonal Skills:

• Displays an awareness of others' needs and consistently acts in their best interests.
• Exhibits courtesy, mutual respect, and compassion in all interactions with others.
• Takes the initiative to propose constructive solutions to challenges.
• Recognizes and respects differences while actively seeking more effective communication approaches.
• Demonstrates a positive and professional response to changes and challenges.
• Nurtures positive working relationships and contributes to a collaborative work environment.
• Exhibits effective teamwork, working cohesively to support the organization in achieving its goals and objectives.
• Adapts smoothly to shifting workplace priorities.
• Attends and actively participates in scheduled meetings, whether weekly, bi-weekly, or monthly.



Education and Training:

• High School Diploma (college preferred).
• Bilingual: Spanish (Required)



Qualifications, Skills, and Experience:

• General knowledge of an electronic health record (EHR) system
• Strong organizational skills, attention to detail
• Integrity, discretion, and respect for confidentiality and privacy
• A dedication to preserving information and materials
• Adept typing, word-processing, and data entry skills
• Verbal communication and interpersonal skills
• Ability to multi-task and work effectively in a high-stress and fast-moving environment.
• Culturally sensitive and demonstrated ability and effectiveness working with ethnically diverse populations.
• Possess a thorough understanding of the importance of confidentiality and non-disclosure according to the general standards set forth by HIPAA.



Work Schedule:

• General work hours are Monday to Friday 9 a.m. to 6 p.m., however, start times will vary, depending on organizational, staffing, community, and patient needs.
• Work schedules are subject to change based on organizational, staffing, community, and patient needs. As such, FTOC may need to modify work schedules to meet such needs.
• Saturday work schedules will also be effected or implemented due to organizational, staffing, community, and patient needs as FTOC continues to grow and expand work days and hours.
• Overtime may also occur due to organizational, staffing, community, and patient needs.



Work Location:

• While staff may be assigned a primary site (Tustin, Garden Grove, Fountain Valley, Wellness Center, Mobile Units, or Telehealth, etc.), you may be required to temporarily fill in at another site based on organizational, staffing, community, and patient needs.



Travel Requirements:

• Occasional travel will be required for this position. Must be able to travel to FTOC sites as needed, including short notice.



Physical Demands and Working Conditions:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee may be required to drive to FTOC facilities as needed. The ability to sit for extended periods of time. The employee must occasionally lift and/or move up to 25 pounds.



Families Together of Orange County (FTOC) is proud to be an equal opportunity employer. FTOC does not discriminate based on race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.