Medical Records Specialist - Carol Milgard Breast Center

Job Summary

The Medical Records Specialist supports the Health Information Management department and outpatient sites by organizing, evaluating, and processing medical records requests. Duties include compiling, processing, and maintaining medical records, handling phone and faxed requests, and assisting with patient and provider office communications.

About the Role

Location: Tacoma, WA
Learn more about us: Carol Milgard Breast Center

Responsibilities

• Retrieve patient medical records for physicians, technologists, other medical personnel, and patients
• Utilize electronic systems to obtain prior images and reports for patients' upcoming visits
• Protect the security and confidentiality of medical records to ensure HIPAA compliance
• Answer high volume phone calls in a timely manner
• Handle Release of Information (ROI) according to state and HIPAA guidelines
• Maintain continuity of work operations by documenting and communicating actions, irregularities, and continuing needs
• Prepare paperwork for image interpretation with a high degree of accuracy
• Maintain EMR/film jackets, day sheets, and other documents as needed
• Review records for completeness and accuracy according to company policy and state and HIPAA guidelines
• Utilize appropriate systems for tracking medical record discs, reports, films, and other medical records
• Push digital images electronically via PACS systems
• Manage the e-mix system by pushing and purging studies per expected process
• Communicate availability or unavailability of records to physicians, technologists, or other medical personnel
• Resolve medical record discrepancies by collecting and analyzing information
• Deliver emergent cases to nearby offices when required
• Set up attorney requests
• Cooky/courier requests
• Coordinate cases with HIM/Legal teams
• Manage incoming mail
• Manage postage machine
• Coordinate supply needs with management and Purchasing department
• Check work email daily
• Follow HIPAA privacy and security policies and procedures
• Perform all other related duties as assigned

Qualifications

• High School Diploma or GED
• Associates Degree Preferred
• Previous imaging medical records experience preferred
• Minimum 1 year of recent, related experience, or equivalent combination of education, training, and experience
• Familiarity with medical terminology and ability to understand it
• Current BLS certification required

Job Knowledge/Skills

• Effective customer service skills
• Ability to carry out ongoing office administration tasks
• Knowledge of practices, behaviors, applicable laws, rules, and regulations governing proper medical conduct
• Knowledge of processes and procedures for documenting patient information from intake to archiving
• Knowledge of medical records systems
• High level of accuracy and attention to detail
• Data processing skills and numerical ability
• Time management and deadline orientation
• Teamwork and respectful behavior
• Strong computer skills
• Professional communication with other medical facilities, patients, and customers
• Excellent verbal communication skills and organization skills
• Able to manage multiple tasks and provide accurate, complete documentation
• General knowledge of radiology procedures including Mammography, Bone Densitometry, Ultrasound, CT, MRI, Nuclear Medicine, Fluoroscopy, PET, and Interventional Radiology
• Able to manage multiple tasks and carry out instructions effectively

Physical Requirements

• Work is classified as moderate in physical requirements
• Must be able to assist in supporting patients of varying weight
• Ability to stand, walk, or sit for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment as necessary

Mental Requirements

• High attention to detail and ability to handle mentally stressful situations
• Maintain high level of sensitivity towards confidential information

Working/Environmental Conditions

• Work environment consists of normal office or administrative working conditions
• Exposure to communicable diseases
• Exposure to ionizing radiation