Medical Records Technician

Job Summary

The ICE Health Services Corps (IHSC) exists within the organizational structure of the United States Immigration and Customs Enforcement (ICE), Enforcement and Removal Operations (ERO) under the supervision of the Department of Homeland Security (DHS). The United States Public Health Service (USPHS) Commissioned Corps Officers, civil service staff and contractors comprise the healthcare professionals working together to provide quality healthcare services. IHSC serves as the medical experts for ICE for detainee health care.

Primary Responsibilities

• Prepares, updates, and maintains a medical record for each patient ensuring accuracy of
• Maintains appointment system for patients and clinical staff where
• Tracks compliance with scheduled patient appointments, making timely reminders notices, or calls to the clinic and IHSC staff prior to each appointment where applicable.
• Determines coding for relevant medical record forms from appropriate
• Files/scans laboratory, radiology, and other reports in appropriate sections of the electronic medical record within prescribed time period.
• Routes clinical reports to appropriate clinic staff within prescribed time
• Archives clinical information from the medical record within prescribed time period in accordance with established IHSC policy and procedures and approval from the Records and Information Management lead.
• Corresponds with outside medical facilities and contract vendors to request pertinent medical information to place in the medical record using appropriate and authorized ICE and IHSC forms. Tracks requests and performs follow-up ensuring receipt of information requested.
• Reviews all documentation for completeness and routes incomplete documents to the appropriate provider for correction prior to placing/scanning in the medical records.
• Retrieves and transports required and requested medical records to the appropriate provider throughout the medical facility using appropriate IHSC policy and procedures to maintain
• Uses multiple mediums to process a variety of narrative and tabular material (., correspondence, tabular data, reports, ) to prepare, update, and maintain a medical record and provide required and requested information to appropriate medical personnel.
• Performs record keeping functions in accordance with program policies and
• Maintains a high level of proficiency and ease of use utilizing electronic health
• Completes and passes all discipline specific competencies testing, initially and
• Completes all initial, annual and ad hoc training as required/assigned.
• Maintains patient confidentiality, and confidentiality of medical records, in compliance with the Privacy Act and HIPAA regulations in all work activities.

Minimum Qualifications

• High School Diploma or GED
• Minimum of one year experience in a healthcare setting as a medical record technician, medical record clerk, unit secretary, or similar position where the processing of electronic medical/health records was part of the daily responsibilities.
• Knowledge of the basic principles of standard electronic medical record procedures, methods, and requirements to perform a full range of routine medical records
• Knowledge of the procedures, rules, operations, sequence of steps, documentation requirements, time requirements, functions, and workflow to process electronic medical records, to review records for accuracy and completeness, and to keep track of processing
• Knowledge of medical
• Ability to manage high volume of medical records daily to include intake, discharge, and requests for records from outside sources.
• Ability to recognize information inconsistencies and take appropriate action to
• Ability to maintain an electronic medical record system and ensure compliance with all regulatory agencies that provide governance and guidance on handling medical records in an appropriate manner.
• Ability to work in a multi-cultural and multi-lingual
• Ability to work approximately 90% of time using computers, scanners, and printers and literate in their usage.
• Ability to utilize telephonic interpreter/translation services to complete assigned duties if not fluent in a language the patient understands.
• Ability to adapt to sudden changes in schedules and flexibility in work
• Ability to communicate proficiently in English (verbal and written) in order to develop positive rapport with patients, co-workers and other stakeholders.
• Ability to establish and maintain positive working relationships in a multidisciplinary
• Ability to navigate in an electronic work environment including electronic health records, web based training and communications.
• Knowledge of, and a high level of proficiency in, common Microsoft Office programs, specifically Microsoft Word, Excel, Outlook and SharePoint.
• Knowledge of regulations (HIPAA/Privacy Act) regarding the confidentiality of patient medical records and information as well as Personally Identifiable Information (PII).

Desired Qualifications

• Strong oral and written communication
• Excellent interpersonal
• Critical thinking
• Cultural
• Integrity and
• Verbal and written proficiency in Spanish (preferred, not required).
• Experience in a detention/correctional or residential healthcare setting (preferred, not required).