Medical Records

Reporting to the Chief Operating Officer, this non-exempt role ensures efficient management and accessibility of medical records essential for patient care and administrative processes.

Responsibilities

• Access third-party portals to obtain medical records required for pre-op clearance.
• Monitor the organization's medical records email for information and requests, ensuring timely responses and actions.
• Upload incoming documents into the EMR system and assign them to the primary care provider (PCP).
• Obtain pathology reports from hospitals or specialists and attach them to diagnostic imaging orders in the EMR system, as requested.
• Create diagnostic imaging orders if not already in the system, assign them to the primary care provider, and update the priority level based on the request.
• Keep patient admission tracking log up to date.
• Provide or send a copy of the Release of Information form to the patient via Luma Health or our EMR system.
• Validate the date of surgery and pre-op clearance requirements.
• Contact patients to schedule appointments for pre-ops, ED, and inpatient follow-ups based on expected timeframes.
• Follow up with patients and/or specialists to obtain copies of medical records required to provide pre-op clearance.
• Follow up with providers to validate if patients have been cleared or if any additional information is required.
• Schedule post-op appointments for patients after surgery and provide copies of surgical notes to primary care physicians.
• Fax a copy of all records to the specialist's office once all pre-op requirements have been met.
• Obtain MD signature to co-sign on pre-op clearance if required by a specialist.
• Contact patients and provide updates throughout the process.
• Take requests from medical providers requesting medical records from specialists (e.g., UMI, RadNet).
• Monitor telephone encounters daily and follow up as necessary.
• Deactivate deceased patients after receiving verification of the death certificate or based on information from hospital records.
• Email or fax a copy of the death certificate to the mortuary, upon request.
• Serve as the point of contact for any organization requesting a physician to complete a form or provide medical records, such as Home Health, DCFS, or Hospice agencies.
• Assist back office and front office as necessary to provide support.
• Educate staff on how to request medical records from third-party vendors (e.g., Verisma).
• Escalate concerns or issues to the appropriate internal department.
• Other duties as assigned.

Requirements

• High school diploma or GED equivalent.
• Bachelor's degree in healthcare administration, public health, or related field (preferred).
• Previous experience in healthcare administration or coordination roles.
• Organizational and communication skills.
• Ability to work independently and collaboratively in a dynamic environment.
• Knowledge of healthcare regulations and compliance standards.
• Commitment to upholding professional and ethical standards in the healthcare and social services industry.
• Ability to engage with clients, employees, and vendors in an honest, trustworthy, and dependable manner.
• Cultural awareness and sensitivity to interact effectively with diverse populations.
• Capacity to work both independently and collaboratively within a team environment, demonstrating professionalism, courtesy, efficiency, and exceptional internal and external customer service.
• Any relevant certifications are a plus but not required.

Skills

• Electronic Health Records (EHR) management (e.g., Epic Systems, Cerner).
• Medical terminology proficiency.
• ICD-10, CPT, and HCPCS coding knowledge.
• HIPAA compliance and patient privacy regulations.
• Health Information Management (HIM) principles.
• Data entry accuracy and attention to detail.
• Records auditing and quality assurance.
• Document scanning and indexing.
• Release of Information (ROI) processing.
• Insurance verification and claims support.
• Medical billing and reimbursement processes.
• Data analysis, reporting, and management.
• Records retention and destruction policies.
• Interdepartmental coordination.
• Communication skills (written and verbal).
• Customer service and patient interaction.
• Problem-solving and conflict resolution.
• Time management and prioritization.
• Organizational skills.
• Knowledge of healthcare laws and regulations.
• Confidential file handling.
• Microsoft Office proficiency (Excel, Word, Outlook).
• Workflow improvement and process optimization.
• Bilingual-English/Spanish (required).

Physical Requirements

• Occasional light lifting up to 25 pounds, and some bending, stooping or squatting.
• Considerable walking may be involved.
• Ability to sit or stand for extended periods of time.
• Flexibility to work in multiple locations throughout the week.
• Finger dexterity and hand coordination required.
• Specific vision abilities required: close vision, distance vision, ability to adjust or focus.
• Travel to all UCHC facilities as needed.

Work Environment

• Exposure to adverse conditions, extreme heat, extreme cold, wet and/or humid conditions.
• Exposure to moving mechanical parts, high or precarious places, fumes or airborne particles, toxic or caustic chemicals, outside weather conditions, risk of electrical shock, explosives, radiation, and vibration.
• Protective clothing or equipment may be required, including gloves, helmets, steel-toed boots, and protective eyewear.
• High noise levels in the work environment.

Pay

$25.00/hour