Medical Records Administrator Grade 20

Minimum Qualifications:
Bachelor's Degree in Public Administration or a related field; supplemented by two years of experience in medical records maintenance and retention or a related field; and 2 to 3 years of lead or supervisory experience or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Specific License or Certification Required: Must possess and maintain a valid Georgia driver's license.
Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all county or departmental policies, practices, and procedures necessary to function effectively in the position.

Purpose of Classification:
The purpose of this classification is to manage the activities and staff involved in clerical and administrative duties for County health clinics.
Essential Functions:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Supervises, directs, and evaluates assigned staff: develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves/processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.
Organizes, prioritizes, and assigns work: prioritizes and schedules work activities in order to meet objectives; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; provides progress and activity reports to management; and assists with the revision of procedure manuals as appropriate.
Manages administrative and clerical functions for County health clinics: ensures status of records is known at all times; manages and monitors flow of records in/out of the records room, the maintenance/chart layout process, and usage of records; conducts Quality Assurance reviews; identifies inadequate documentation; conducts research as needed; supervises registration, intake and customer service functions; provides advice and direction and makes recommendations on medical records procedures and problems.
Provide customer service to clients with questions, problems, and complaints regarding finance, registration, information and intake processes; resolves issues; researches data; consults with other County programs and departments, attorneys, physicians, government agencies and correctional institutions to facilitate processing of paperwork and resolving client issues.
Develops and implements policies and procedures; and interprets and enforces all applicable codes, laws, rules, regulations, standards, policies and procedures regarding medical records, privacy and records retention; ensures compliance with the same; initiates any actions necessary to correct deviations or violations.
Serves as project manager for special issues such as State lab meetings, State and District Fee & Service Survey, and District Medicare & Medicaid Survey; conducts and/or attends a variety of related meetings.
Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: receives and reviews various documentation, including client charts and records, appointment schedule, invoices, service reports and wait assessments; reviews, completes, processes, forwards or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation, including productivity reports, client services reports, fee for services reports and employee performance evaluations; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
Operates or uses various equipment and supplies in order to complete work assignments: operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
Communicates with County officials, supervisor, other employees, and clients, medical personnel, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Additional Functions:
Performs other related duties as required.

Performance Aptitudes:
Data Utilization: Requires the ability to coordinate, manage, and/or correlate data. Includes exercising judgment in determining time, place and/or sequence of operations, referencing data analyses to determine necessity for revision of organizational components, and in the formulation of operational strategy.
Human Interaction: Requires the ability to act as a first-line supervisor, including instructing, assigning and reviewing work, maintaining standards, coordinating activities, and evaluating employee job performance.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction,
multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable
or verifiable.