Medical Records Clerk

Medical Records Clerk

It is our goal to provide the finest Orthopaedic care possible. This philosophy requires that all office staff and providers be sensitive and responsive to patients’ needs and preferences. To ensure that we hire and retain the quality of staff needed for implementing our philosophy of service, we have adopted the following job description for this position.

The position requires that the employee be available forty hours per week, and that also the employee be flexible in his/her schedule to provide efficient service for the group. The employee however, will be expected to work no more than five days per week. Many of the responsibilities require that you have an extensive knowledge of and experience in customer service, and call center responsibilities in a health care provider setting. The hours, pay scale, and benefits will be defined as shall be agreed to.

BASIC FUNCTION: Under the direct supervision of the Administrative Assistant/Compliance Officer, the Medical Records Clerk shall provide all responsibilities necessary for the successful operation of the Call Center for Arrowhead Orthopaedics.

RESPONSIBILITIES: Work is primarily performed in the corporate office located at 1801 Orange Tree Lane, Suite 200. The duties of Medical Records Clerk are of high volume, and the quality of duties performed is needed to be at a high level. The employee will come into contact on a daily basis with confidential files pertaining to patients. The Medical Records Clerk must be able to handle this information with the highest degree of privacy, discretion, and professionalism. The Medical Records Clerk is responsible for accomplishing the duties set forth below:

General Clerical Activities (Duties may include, but are not limited to, the following):

• Verify patient information; collects and assembles patient Medical Records obtains discharge records; performs records processing and enters information into proper patient record and Electronic Health Record (EHR) information systems.
  
• Reviews records for content, accuracy, completeness and compliance with regulatory, legal and organizational requirements; verifies patient information, forms and records; resolves routine errors and completes records processing in accordance with policies and procedures.
  
• Conducts audits and identifies and documents inaccuracies and completes records in accordance with established criteria; corresponds with healthcare staff and advises supervisors as needed.
  
• Prepares, scans and indexes documents in EHR system; verifies the accuracy of scanned documents with source documents and ensures documents are legible and properly indexed for accurate retrieval.
  
• Operates a variety of office equipment such as computer terminals, scanners, copiers, credit card machines and information and image management systems.
  
• Retrieves and researches medical or mental health charts; completes a variety of forms and documents relating to entries in Medical Records.
  
• Provides general information, instruction and assistance to employees and the public at reception desk when necessary; answers questions regarding laws, regulatory requirements, and departmental policies and procedures.
  
• Adheres to privacy and security laws and requirements.

RELATIONSHIPS: The Medical Records Clerk should observe and conduct the following relationships:

• The employee shall be responsible directly to the Administrative Clerk/Compliance Officer. The employee shall report to the Administrative Clerk/Compliance Officer and his/her assignees any progress, reports, requests, concerns, problems, and/or expectations in relation to the responsibilities of the position. Such communication may be verbal or written as deemed necessary by the employee or as directed by the Administrative Clerk/Compliance Officer or his/her assignee.
• The employee shall interact with other offices and clinical staff in the Practice. Such interactions should be collegial, professional, and contributing to the safety and pleasantness of the work environment at Arrowhead Orthopaedics.
• The employee shall interact with attorneys and their respective offices and representatives; and contracted medical groups and insurance companies. Such communication should always reflect the total commitment of the office to quality care and customer satisfaction.

This job description in no way states or implies that these are the only duties to be performed by this employee. The Medical Records Clerk will be required to follow any other instructions and to perform any other related duties as assigned by the supervisor and his/her assignees. Arrowhead Orthopaedics reserves the right to update, revise or change this job description and related duties at any time.

Skill Requirements:

Education: High school diploma or equivalence.

Knowledge of spelling, grammar, and punctuation is mandatory, an Associate’s degree is preferred.

Knowledge of regulatory standards and compliance requirements.

The ability to type 40 words per minute.

Skill in operating a computer as well as software programs including Microsoft Word, Excel, and preferably Outlook.

Telephone etiquette and professional communication skills are required.

Previous clerical/Medical Records experience (preferred)

Typical Physical Demands:

Requires sitting and walking, with daily occasional stooping, reaching, and bending.

Occasional lifting up to thirty pounds.

Hearing must be in the normal range for telephone and personal communication.

Requires manual dexterity sufficient to operate keyboards and other office equipment.