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Medical Records Specialist

MINIMUM QUALIFICATIONS EDUCATION/TRAINING/EXPERIENCE 1. Must have previous word processing experience, preferably in home health or similar operation. Able to use a variety of software applications. Computer proficiency. 2. Prefer a minimum of one-year practical experience, or graduation from a one or two year business college. Minimum requirement of high school diploma or G.E.D. 3. Prefer ability to type at least 50 words per minute. Has ability to use personal computer, copier, and facsimile machine. 4. Prefer knowledge of medical terminology.
CHARACTERISTICS 1. Must be highly attentive to details and accuracy. 2. Must be able to be assertive with authority figures, e.g. physician's offices while maintaining excellent rapport and customer service. 3. Must have excellent interpersonal and phone skills. 4. Must have excellent communication skills. 5. Must be flexible and cooperative in fulfilling all obligations. 6. Must have a positive attitude.
SUMMARY OF JOB RESPONSIBILITIES The MRS is responsible for clerical duties and assuring that all patient care documents are processed and managed and coordinated in an accurate, timely, and efficient manner. They are responsible for assuring all documents are included within the Electronic Medical Record (EMR) and ensure the chart is thorough prior to billing. The MRS also answers and re-routes phone calls, coordinates with physician offices to ensure timely receipt of signed documents, assists new employees with the new hire process, receives and sorts mail, collects and processes time-cards for payroll, manages petty cash account and submits receipts for reimbursement, orders and receives office supplies, and is responsible for influenza vaccine inventory control and entering assessments into the flu database
RESPONSIBILITIES AND DUTIES 1. Promotes a positive work environment by consistently modeling in a positive way, agency philosophy, mission, values, and standards of care, and providing a professional role model for other staff. 2. Answer and re-route incoming phone calls using professional phone etiquette. 3. Processes and maintains patient/client information data as patients/clients are referred to, admitted, and discharged from agency service. 4. Keeps up with workflow processing items within the Actions Screen in the Electronic System in a timely manner by addressing the Client Related Tasks, Review Coordination Notes, and Administrative Tasks tabs periodically throughout each day. A. Client Related Tasks:
1. Verify receipt of signed documents 2. Process new orders, F2F, and Episode Summary to physician 3. Perform claim audit at the end of each episode B. Review Coordination Notes:
1. Track outstanding F2F 2. Update patient demographics C. Administrative Tasks:
1. Run and monitor reports to track outstanding orders, ensure fax delivery, etc. 5. Receives signed patient related documents via mail, Dr. Alliance, facsimile, and hand delivery. Receives, reviews for completeness, and date stamps all documentation. Coordinate with physician's office to resolve incomplete documentation. 6. Scan and attach documents to the patient electronic record on a daily basis. 7. Monitors fax machine frequently throughout each day. Receive and distribute incoming documents to the appropriate staff member. 8. Frequently monitor inbox for incoming documents from nurses. Makes it priority to send all patient related documents such as progress notes and labs to the physician and other entities as applicable. 9. Runs specific payroll reports and reconciles timecards for payroll meeting payroll deadlines. 10. Enter on-call notification information weekly and re-stock on-call kit 11. Scan documents timely for staff as needed 12. Maintain inventory and order office supplies and SOC packs. Utilize petty cash to purchase office items such as postage stamps, hand soap and other allowable supplies. 13. Maintains petty cash receipts. Ensures expenses/receipts are appropriate and submits for reimbursement to petty cash account. 14. Collect drug screens for area industry and agency as necessary. 15. Sort and distributes incoming mail. 16. Roll telephones to the answering service at the end of each work day and at the beginning of each work day. Ensure all equipment and lights are turned off before leaving at the end of each workday. 17. Assist with New hire orientation following instructions provided by the New Hire Coordinator on all new hires. 18. During flu season; must maintain flu inventory control, maintain flu database, and flu fund reconciliation. 19. Cross trains for Patient Services Coordinator (PSC) role and performs duties in the absence of the PRS or when census does not support having an PSC in addition to the MRS. Other aspects and demands of the job not listed above:
Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel ay be required to perform duties outside their normal responsibilities and will be directed by their Director of Nurses (DON) as the need arises.
WORKING CONDITIONS 1. General office with prolonged periods of computer usage 2. Frequent telephone activity 3. This position has been designated Class III office position (see Infection/Exposure Control Plan). Employees performing Class III office position duties are not at risk for exposure to blood borne pathogens and other potentially infectious materials. All Class III office position employees will not be offered Hepatitis B vaccination.
PHYSICAL REQUIREMENTS 1. Visual/hearing ability sufficient to comprehend written/verbal communication. 2. Ability to perform tasks involving physical activity, which may include heavy lifting and extensive bending and standing. 3. Ability to effectively deal with stress.
CONTINUING EDUCATION REQUIREMENTS Agency personnel are expected to participate in appropriate continuing education as may be requested and/or required by their immediate supervisor. In addition, agency personnel are expected to accept personal responsibility for other educational activities to enhance job related skills and abilities. All agency personnel must attend mandatory educational programs

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