Job Description

JOB DESCRIPTION: MEDICAL RECORDS CLERK


REPORTS TO: Medical Records Supervisor


DEFINITION OF POSITION: Under supervision of the Medical Records Supervisor and Clinical Director, the Medical Records Clerk is responsible for maintaining the electronic records as assigned so they are complete, well organized, and available when needed implementing the HIPAA (Health Insurance Portability and Accountability) laws and rules as well as IGA policies and procedures in all tasks. This position releases protected health information from covered entities and requested records from third parties according to HIPAA rules and regulations. The clerk willingly accepts feedback from supervisors, managers, physicians, and nursing regarding records.


IGA is committed to the attainment and maintenance of an ergonomically healthy workplace to protect all employees. Safe working conditions are a top priority. Our goal through the support of physicians, administration, and staff, is to create a culture of ergonomic safety. Staff are encouraged to ask for assistance when moving patients or heavy items to prevent musculoskeletal injuries. All concerns from staff are to be forwarded to the Clinical Director to facilitate correction of any scenario where staff may feel a risk may occur. Adequate lighting should be maintained, and workstations will be equipped for ergonomic safety. Staff is encouraged to wear nonskid footwear, remove, or eliminate all clutter, cabinet doors should remain closed, spills will be wiped up immediately, cables will be kept out of traffic flow areas


RESPONSIBILITIES:


Associate with patients in a friendly manner


Prepares appointments for daily schedules searching and requesting records including prior endoscopy and pathology reports from available resources for each appointment using the records retrieval guide according to appointment type. Track and follow-up records requested


Obtain additional medical records as requested by provider and nursing staff.


Receives phone calls for medical record requests. Faxes/mails/emails records in compliance with HIPAA rules and regulations, and IGA policies and procedures.


Receives third party release of information requests, creates invoices, and faxes/mails/emails in compliance with HIPAA rules and regulations, and IGA policies and procedures.


Uploads pathology reports from Direct Pathology to patient charts sending result messages to ordering providers.


Uploads incoming faxes to patient charts sending for provider review.


Receives clinic overflow calls and directs or messages the appropriate staff member.


Uses telephone software system
Answers questions and gives information directly, or on the telephone within the scope of his/her knowledge
Utilizes Microsoft Outlook email for non-patient correspondence
Demonstrates respect for IGA policies for security, privacy and confidentiality while using IGA equipment. Follows personnel policies contained within the IGA personnel manual
Immediately reports any network, hardware or software malfunction to the IT Officer or Supervisors
Communicates pertinent information to others
Other duties as assigned


QUALIFICATIONS:


High School graduate preferred


Able to read, write, communicate, and present a neat professional appearance


Create a good impression as a friendly, empathetic, efficient individual as this position has the first contact, phone or face-to-face, with the patient


Demonstrate reliability, a pleasant attitude, and a willingness to perform the duties as required


Demonstrate effective communication with physicians and co-workers


Able to maintain and comply with patient confidentiality and integrity on all matters