MEDICAL RECORDS CLERK (PART TIME)

Medical Records Clerk (PART TIME) – AYCC
18 Hours per week
Non-Union, Non-Benefitted
$23.82 - $30.74 per hour
The mission of the Arlington Youth Counseling Center (AYCC) is to support the social and emotional well-being of all youth and families in Arlington. AYCC is a community-based and licensed mental health counseling center serving Arlington youth and their families, regardless of their ability to pay. AYCC is the leading provider of outpatient and school-based child and adolescent mental health services in Arlington. AYCC is committed to increasing equitable access to mental health services for all.
Definition
Provide direct administrative and project support to the AYCC outpatient mental health clinic; all other related work, as required.
Supervision
Works under the direct supervision of the Director of Youth Services and AYCC Administrative Assistant/Billing Agent in accordance with established methods and procedures.
Performs a variety of duties requiring confidentiality and judgment; and has the ability to follow procedures and guidelines and carry out assignments independently.
Work Environment
Performs work under typical office conditions, which may include frequent interruptions to respond to various requests for service. Some clients may need special assistance in understanding AYCC services and there is some risk when interacting with volatile and/or psychotic patients
The employee operates standard office equipment.
Performance of duties requires interacting with department employees. The employee has access to highly confidential information, including personnel records and counseling records protected under HIPAA and legal proceedings.
Errors could result in monetary loss or a delay or loss in service.
Essential Duties and Responsibilities
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Management of Electronic Health Records (EHR) including:

• Manages medical record requests
• Performs administrative utilization review for each client record
• Uploads clinical documents, consent forms, external MEDICAL RECORDS, and other materials received, as needed
• Enters and maintains patient records in the Electronic Medical Record system.

Coordination of psychiatric services including:

• Assists staff psychiatrist with scheduling clients and coordinating meetings with counseling staff; communicates to pharmacies on his/her behalf. Coordinates follow up appointments for clients.
• Conducts initial outreach to clients/families referred for psychiatric evaluations
• Maintains frequent and ongoing communication with clients in psychiatric care to schedule appointments and ensure timely follow-up
• Assists in completing prior authorizations for patient's medications
• Performs other clerical and administrative support, as needed, for AYCC psychiatrists

Other administrative support including:

• Assists with fundraising appeals and helps to maintain donor databases
• Assists with the implementation of assistance programs (e.g.Holiday Help)
• Answers clinic calls and responds to in-person inquiries from clients and other community members; provides routine information to callers; opens, sorts and routes mail.
• Ensures clinicians’ malpractice insurance and clinical licenses are up to date and documented in EHR
• Coordinates with human resources to ensure initial and annual Criminal Offender Record Information (CORI) checks on providers and staff.
• Ensures all eligibility documentation for Community Development Block Grant and AYCC grant funding opportunities is up to date and documented in electronic MEDICAL RECORDS system (eHana)
• Creates tracking systems, as needed, to ensure compliance with above requirements.
• Assists with ensuring the clinic meets Department of Public Health and Health Insurance providers licensure requirements.
• Assists with weekly department payroll and monthly client billing as needed
• Provides information pertaining to department procedures and regulations to the public, and responds to requests and/or makes referrals, as appropriate.

Performs similar or related work as directed, required, or as situation dictates.
Recommended Minimum Qualifications
Education and Experience
High school diploma with Associates Degree Preferred; one year of medical office experience; or an equivalent combination of education and experience.
Knowledge, Ability and Skill
Knowledge of office practices, operations and procedures; ability to work in a busy environment and maintain a professional manner; communication and customer service skills with a diverse population and guided with a passion for working with children and families. Basic computer skills including word processing and spreadsheets. Ability to work as part of a team.
Ability to organize time and accomplish tasks on time with accuracy and attention to detail. Ability to communicate effectively verbally and in writing.
Excellent computer skills an ability to use Town IT equipment. Must possess excellent communication and organizational skills. Experience with various software programs (i.e. Microsoft Office, Word, and Excel) and proven ability to learn and adapt to new software programs
Performance of duties requires strong communication skills and the ability to read for understanding and analytical purposes.
Physical Requirements
Minimal physical effort is required to perform duties under typical office conditions. The employee is frequently required to sit, speak, hear, and use hands to operate equipment.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.