Medical Record Specialist

Responsibilities

• Maintain strict confidentiality of all patient health information.
• Screen and verify callers before disclosing any protected health information.
• Verify patient signatures and authorizations prior to releasing PHI.
• Confirm the accuracy of outgoing fax numbers before transmitting protected health information.
• Prepare, scan, and index documents electronically while meeting required hourly productivity standards.
• Prepare day-forward documents by removing all staples, paper clips, and obstructions prior to scanning.
• Count and verify page totals before scanning and reconcile totals after scanning is completed.
• Index documents accurately according to the established filing schematic.
• Index multiple documents under a single Medical Record Number (MRN) at a rate of 350 documents per hour.
• Route fax-signed documents to the appropriate provider task queue within 24 business hours of receipt.
• File faxed documents into the medical record within 24–48 business hours of receipt.
• Ensure all scanned documents are filed in the medical record within 48 business hours of receipt.
• File all FirstHealth FTP digital documents into the medical record within 48 business hours of receipt.
• Process electronic referrals by tasking items received prior to 4:00 PM to the referring provider’s task team same business day.
• Process urgent requests (patient or emergency-related) on the same business day.
• Complete routine, pre-bill, and all other ROI requests within 3–5 business days.
• Verify appropriate authorization prior to releasing any protected health information.
• Adhere to all applicable federal and state regulations governing the release of medical records.
• Collect payment for walk-in ROI requests.
• Pre-bill requests that are not paid in advance.
• Respond to incoming calls from patients regarding medical record requests.
• Follow up on all ROI-related correspondence via email or regular mail as required.
• Answer all incoming calls within three rings.
• Respond to calls professionally and courteously, routing them accurately on the first attempt.
• Absorb and route calls to the appropriate department or individual.
• Assist in emergency situations by contacting appropriate authorities and utilizing the paging system as needed.
• Process and distribute incoming external correspondence.
• Deposit any monies collected related to Release of Information requests.

Qualifications

• High school diploma or equivalent required.
• One to two years of experience using business-related computer applications.
• Prior experience with Electronic Medical Records (EMR) systems and familiarity with EMR filing schematics.
• Working knowledge of federal and state regulations governing Release of Information (ROI).
• Excellent telephone etiquette and strong verbal and written communication skills.
• Strong attention to detail with a high level of accuracy.
• Ability to perform effectively in moderate to high-stress environments while meeting daily service standards.
• Typing proficiency of 60 words per minute (WPM).
• Demonstrated ability to manage multiple tasks simultaneously and transition between tasks without loss of productivity.