Health Records Receptionist

Location: Fairbanks, AK, US

About the role

Under general supervision of the Health Information Management (HIM) Manager, the incumbent provides front-line administrative and clerical support to the HIM department. Serves as the primary point of contact for incoming communications, including phone calls, emails, faxes, and mail, ensuring timely routing, response, and documentation of requests. Guarantees the privacy of clients by safeguarding and protecting Protected Health Information (PHI) in the performance of duties. Adheres to the TCC Ch'eghwtsen' model of service and guiding principle, which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion, and empathy.

Responsibilities

• Support HIM staff by performing general clerical and administrative tasks to improve workflow efficiency.
• Receive, sort, and distribute incoming and outgoing mail related to HIM activities.
• Serve as the primary administrative point of contact for HIM inquiries from patients, staff, providers, and external entities.
• Answer and appropriately triage incoming telephone calls for the HIM department; provide general information and route calls to appropriate staff.
• Communicate effectively with callers using proper telephone etiquette at all times.
• Monitor, receive, sort, and distribute incoming emails and faxes; respond to routine inquiries and forward requests requiring action to appropriate HIM staff.
• Route administrative requests, including Release of Information (ROI) and record-related inquiries, to ensure timely processing.
• Maintain strict confidentiality of protected health information and comply with HIPAA, tribal, state, and federal privacy regulations.
• Maintain workload and daily productivity and report any findings to the HIM Manager.
• Perform other related duties as assigned to support HIM operations.

Requirements

• High school diploma or GED equivalent.
• Customer service experience, preferably in an administrative, office, or healthcare setting.
• Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements and State of Alaska background check.

Skills

• Ability to communicate professionally and courteously with patients, the public, staff, and external entities.
• Basic knowledge of confidentiality requirements and the ability to learn HIPAA and privacy regulations.
• Demonstrated proficiency in word processing (Microsoft Word), spreadsheet (Microsoft Excel), database (Microsoft Access), email, and internet research.
• Knowledge of other various software and data management systems.
• Well-organized individual capable of performing a variety of professional-level administrative duties with a high level of attention to detail.
• Ability to handle multiple interruptions in a polite and professional manner while maintaining attention to detail.
• Strong work ethic with highly reliable attendance and punctuality.
• Ability to handle sensitive and confidential documents and/or information with the utmost discretion.
• Ability to independently prioritize and accomplish tasks but also work in a team-oriented environment.
• Ability to work independently, take initiative, exercise sound judgment, and follow directions with minimal supervision.
• Proactive in communicating progress and issues and demonstrates the ability to prioritize workload.
• Ability to follow oral and written instructions, learn and retain information, ask questions and elicit required information, and speak and write clearly and effectively.

Physical demands

• Work is in an office setting.
• Manual dexterity is required for data entry and computer usage.
• Must be able to lift at least thirty pounds when carrying charts.
• Standing for extended periods of time required.
• May be required to wear a mask when handling records from archives to ensure safety and compliance with health protocols.
• Must be able to work in a busy, and sometimes stressful environment.
• Works in proximity to patients and is therefore exposed to communicable diseases.