Medical Records Specialist

Department:  Administrative                                              Job Status:  Full-Time                    

FLSA Status:  Non-Exempt                                                   Reports to: Administrative Support TeamManager

Positions Supervised:  None                                               Amount of Travel Required:  Negligible

Work Schedule:  Monday – Friday

Position Summary

The Medical Records Specialist processes medical record requests in accordance with applicable regulations.  The position is responsible for working with the agency Risk Manager in order to stay updated with pertinent regulations and completes associated administrative and clerical support functions related to Medical Records. The Medical Records Specialist is a member of the Administrative Support Team (AST) and provides support and coverage services for the AST, as needed.

ESSENTIAL FUNCTIONS

• Prepare requested documents for didactic purposes.
• Process medical record requests in accordance with applicable regulations
• Responsible for working with Risk Manager to stay updated with pertinent regulations
• Prepare requested documents for client pick-up, and mailing.
• Assist with audit documentation
• Receive and process internal Use & Disclosures (U&D) in an accurate and timely manner
• Process external Release of Information (ROI) and court orders, as required
• Run and maintain reports as necessary.
• Ensure documentation for scanning is accurate and complete.
• Scan assigned documents into EHR.
• Maintain appropriate channels of communication with agency staff.
• Back up the Telephone Operator overflow calls.
• All other duties as assigned by the Administrative Support Team Manager and the Chief Operating Officer (COO)
• Comply with Family Service & Guidance Center policies and procedures; take appropriate action to correct any obvious unsafe conditions.

Education/Licensure:

• High School diploma or GED equivalent.
• Must successfully pass the KBI and SRS Central Registry and all other background investigations.
• Must possess a valid driver’s license, a good driving record, current auto insurance and reliable transportation.    

Experience:

• One year of administrative work experience preferred.
• Experience working in a healthcare environment preferred.
• Must have excellent computer skills including MS Office Word, Excel, OneNote, and Outlook; experience using electronic Medical Records software preferred.
• High level of organizational skills required.
• Must be detail oriented.
• Must exhibit effective communication skills (verbal & written).
• Ability to work independently essential.
• An understanding of HIPAA Laws.
• Ability to maintain confidential material required.

Knowledge/Skills/Abilities:

• Professional and effective communication skills (verbal and written)
• Customer-focused (internal and external)
• Excellent listening skills
• Accountability
• Reliability
• Integrity/Loyalty/Trust
• Adaptability/Flexibility
• Time Management
• Organizational Skills
• Proficiency in MS Office Suite with ability to learn other software programs as necessary
• Relationship building
• Problem Solving
• Open to learning and accepting feedback
• Detail Oriented
• Collaborative