Medical Records Clerk

Job Description : Medical Records Clerk

Reports To : Clinic Manager

Status : Full-Time Regular, Non-Exempt

Position Summary : Maintains complete medical records for order, accuracy and confidentiality. The incumbent will scan medical records into our Electronic Health Records system, process subpoenas, pre-authorizations, Diagnostic Imaging, and referrals follow up. Provides back up to the Medical Dept receptionists and other functions as needed. The IHC is a Patient Centered Health Home and all employees are an integral part of this model of care delivery.

Duties & Responsibilities :

• Arranges and maintain medical records to ensure proper order and easy retrieval and maintains confidentiality and security of records
• Verifies chart order, ensures that identification is on each page, and ensures that all forms have the appropriate signatures
• Process insurance verification and schedule appointments for diagnostic imaging
• Participates in the tracking process for the Cancer Detection Program
• Process and track incoming subpoenas / depositions Scans documentation of lab results, hospitalization and discharge forms and other documents pertaining to the patient
• Copies and releases medical records following proper policies and maintains HIPAA procedures
• Provides back-up to medical reception when needed : answers the telephone and triages calls; greets all patients arriving in the medical department in a friendly manner
• Performs various clerical tasks such as processing durable medical equipment, , scanning various documents and files, operating various office machines, and maintaining up-to-date office materials
• Maintains inventory of supplies when necessary to fulfill the function of the medical records clerk
• Attends appropriate meetings or in-service trainings as directed
• Maintains complete management of medication refills including : retrieval of medication refill faxes, handling of pharmacy / patient refill request messages, proper medication refill issuance in patient chart, faxing refill authorizations to the pharmacies, calling in refill authorizations over the phone, and filing all paper refill authorizations in the patients chart
• Recall inactive charts from the Re-Call off site management system

Participate as a proactive representative of the Patient Centered Health Home

Performs other duties as assigned

Required Qualifications, Knowledge & Abilities :

Physical Requirements :

Working Conditions :

Exposure to all patient elements, including communicable disease and blood borne pathogens. Will be working in a fast paced medical environment which can be stressful and constantly changing conditions. Normal working hours are from 8 : 00 am until 5 : 00 pm with one hour for lunch. However, working hours may vary depending upon need. Will need to be flexible in performing tasks with limited discretion in making judgment decisions.

Preference is given to qualified American Indians / Alaskan Native in accordance with the American Indian Preference Act (Title 25, U.S. Code Section 472, 473 and 473a). In other than the above, the Indian Health Center of Santa Clara Valley is an equal opportunity employer including minorities, women, disabled and veterans.