Medical Records Coordinator - FLOAT

Job Description

Job Description

SUMMARY : Demonstrates great attention to detail handling patient information flowing in and

out of Esperanza Health Center and Electronic Medical Records. Responsible for accuracy of

information in and out of patient charts. Handles all medical records work for the assigned site,

and communicates with Lead Medical Records Coordinator, Office Manager, EHC doctors,

MAs, Clericals and IT department as needed. Follows all state and federal regulations

pertaining to medical records and privacy issues.

DUTIES AND RESPONSIBILITIES

Customer Service :

1. Displays a customer service attitude and the love of Christ in all interactions. Treats all

persons with courtesy, respect and patience.

2. Answer phone professionally within 4 rings.

3. Returns calls to patients / agencies on the same day that phone message is left.

4. Provides medical records to patients and outside agencies in a timely manner.

5. Offers support, hope and comfort to patients through excellent listening skills, prayer and

scripture.

Patient Account Management

1. Correctly handles patient information, assuring accurate titling and placement of

scanned images into the correct patient account, and into the correct chart tab.

2. Communicates daily with Lead Medical Records Coordinator to ensure that

departmental goals are met, working together to set priorities for scans, mail, faxes,

chart copying and phone calls.

3. Distributes forms / faxes to clinical mailboxes, and collects papers for scanning from

clinical areas at least once daily to ensure prompt handling of patient related

communications.

4. Submits requests for off-site charts.

5. Corrects errors or communicates with the office managers to assure the error is

corrected and ensures that incident reports are done when medical records errors occur.

6. Verifies complete release of records received prior to all chart copying. Contact sender if

release form is inadequate. Follow state and federal laws regarding minimum necessary

rule, confidentiality of records, and destruction of personally identifiable patient

information. Maintain a log of all copying done. Oversee invoicing of chart copying.

Responds promptly and professionally to patients or outside agencies requesting

records.

Clinical and Organizational Support

1. Trains or re-trains medical records staff and floaters as needed to assure accuracy of

work. Encourage trainees to ask questions. Foster true understanding of medical

records protocols by explaining concepts in detail.

2. Works closely with the Medical Records team, Practice Administrator and Office

Manager to develop and update procedures / protocols specific to Medical Records.

3. Looks for ways to utilize technology and streamline work in order to improve efficiency.

Open to suggestions from others in EHC.

4. Participate in departmental meetings and general staff meetings. Fully supports general

clinic operations, including, but not limited to reassignment to cover front office clinical

positions, including phones and appointment scheduling.

Clerical assistant :

The Clerical Assistant is responsible for obtaining and entering accurate and complete

insurance verifications, collection of co-payments and collection of past due balances, and other

elements that make up the start of the Esperanza Revenue Cycle.

• Verifies eligibility on all active insurances prior to patient encounter. Verifies PCP

assignment, copayments and coverage limitations prior to encounter. Sets insurance

order for appointment, and assures that allocation set and financial class match primary

insurance. Verifies that the patient name and DOB exactly match primary insurance,

and that the insurance product chosen in account is the actual plan assigned to the

patient on the website.

of website, eligibility response, PCP assignment, other payers on account, CA name and

date.

Establishes mental health coverage prior to each medical or BHC encounter and adds

the mental health insurance to account.

WC information as needed. Creates or attaches “cases” for all worker’s comp, MVA, and

other visits per protocol.

cases and documents this in the finance tab.

to visit and issuing receipt. Take steps to initiate a payment plan for past-due balances.

Refers uninsured patients to the Patient Access Liaison for evaluation.

Deposit slip and Daily Logs with cash totals at the end of each shift. Reconciles any

discrepancies immediately. Manages case drawer : Keeps drawer locked at all times.

Requests change from Office Manager as needed. Assures that change is ready for

Saturday clinic.

order, allocation set, and case attachment. Communicates directly with the clinician if

charges have not been entered. Creates financial notes in account to clarify any

transactions that may be problematic.

databases by “any” search function to avoid chart duplication, using EHC business

intelligence tool for NPE availability and age restrictions, using insurance web-sites to

verify eligibility and PCP assignment, and using EHC credentialing status updates for

new clinician insurance assignments at EHC.

5. Other duties as assigned by Office Management.

Core Competencies

1. MOTIVATION expresses enthusiasm and possesses a positive attitude and interest in

the job. Exhibits self-motivation in undertaking new projects and assignments.

Independently identifies and resolves problems. Pursues personal and professional

development.

2. COMMUNICATION Verbally presents ideas and opinions in a clear and concise

manner. Written communication is clear, concise, and well organized. Uses effective

listening skills and allows others to convey ideas. Provides relevant information to

immediate supervisor and staff regarding status of projects and programs. Establishes

and maintains open lines of communications with other staff. Maintains discretion and

confidentiality in communicating with others. Communicates the love of Christ through

interactions, not complaining or arguing, but expressing hope in Christ and His promises.

Shows respect for cultural differences and the dignity of each individual. Strives to put

others at ease and to communicate in ways they can understand. Makes hospitality and

responsiveness to patients and each other a habit, adding warmth to our environment.

Notifies supervisor prior to scheduled start time if anticipating lateness or absence.

3. QUALITY / SERVICE Makes consistent efforts to control cost while seeking ways to

increase productivity and improve quality. Ensures the proper completion of work

activities in a timely manner. Recognizes critical situations and responds effectively.

Maintains personal boundaries, taking on responsibility or tasks within limits of personal

ability.

4. TECHNICAL KNOWLEDGE Continues to expand personal and professional growth

by recognizing current trends in specialty and effectively preparing to meet anticipated

changes. Serves as a resource person by providing technical knowledge to others

seeking advice and assistance.

5. GENERAL RESPONSIBILITIES

Works in harmonious partnership with health center staff and volunteers to further

Esperanza’s mission and vision, to accomplish common goals, and to coordinate various

activities. Adheres to policies and procedures of the health center and the regulations of

governing agencies as they affect the department, recommending changes where

appropriate. Promotes “safety” practices. Seeks timely reconciliation with others

following biblical principles when wronged or after doing wrong to someone else.

Favorably represents Christ and His mission at Esperanza within and outside the Health

Center. Adheres to dress code policy at all times. Demonstrates a habit of good

attendance and punctuality by reporting for work whenever scheduled.

Participates in departmental meetings and general staff meetings.

EDUCATION, KNOWLEDGE, SKILLS, AND QUALIFICATIONS :

1. High School Diploma or GED. Some College level coursework is preferred.

2. Outstanding organizational skills and demonstrated attention to detail.

3. Ability to deal politely with patients and outside agencies

4. Demonstrated ability to handle many details and multiple priorities.

5. Good oral and written communication skills in English. Bilingual Spanish skills preferred.

6. Prior medical records experience and familiarity with medical terminology preferred.

Experience in data entry position or billing will also be considered.

7. Must have a solid record of handling confidential information, as well as demonstrating

trustworthiness and honesty.

8. Solid character references. Also, a solid timeliness and reliability in a work setting.

INTERPERSONAL RELATIONS :

As a representative of Esperanza Health Center, all comments, attitudes, actions, and

behaviors have a direct effect on the organization’s image and perceptions of quality service.

Interaction with patients, guests, volunteers, co-workers, supervisors, and employees must be in

a manner that is friendly, supportive, courteous, respectful, cooperative, and professional.

Personal and professional behavior should promote positive relations and an atmosphere which

is congruent with Esperanza’s Mission and Vision statements, standards, and guidelines. I

hereby certify that I have read and understand my position and description. In addition, I accept

the responsibility of this position and acknowledge that I have received a copy of my position

description.

WORKING CONDITIONS :

Ability to walk stairs

Ability to lift boxes / papers up to 15 pounds

Ability to sit for extended period of time

Ability to type for extended period of time

Ability to look at computer for extended period of time