Medical Records Custodian Jobs

We hire to retire. Come join our amazing team of professionals offering total family wellness and healthcare to residents of 7 counties via our 12 offices in North Florida.

PERKS:

Work a Monday through Friday schedule from 8am - 5pm

Enjoy 11 PAID Holidays including your Birthday

Earn PTO that accrues upon start date at a rate of 40 hours every 3 months to use as you please.

Family focused company values for work/life balance

Pay increase after initial 90 days of employment

Position Summary

Palms Medical Group (PMG) maintains a system for the accurate collection, processing, maintenance, storage, retrieval, and distribution of clinical records. The Medical Records Custodian is responsible for this health information system, including the maintenance and distribution of clinical records for all Palms Medical Group (PMG) patients incompliance with state and federal regulations as well as HIPAA. The Medical Records Custodian will understand and fully support the mission, vision, and values of Palms Medical Group.

Description of Primary Responsibilities

• Report breaches, instances of non-compliance, patient complaints, problems or similar instances to supervisor in an effort to protect patient PHI.
• Work closely with administration and staff to support the requests from patients and outside entities with obtaining records to support patient care
• Responsible for customer service
• Mark result received if specialist report comes in for referral tracking.
• Maintain an up-to-date understanding of applicable policies, processes, laws, and regulations
• Ensure adequate an appropriate training is completed for all staff
• Complete 90 day and annual evaluations timely
• Attach incoming patient records to their electronic health record.
• Participate in improving quality throughout the organization
• Check emails at least twice daily.
• Responsible for administrative duties
• Record and track all records requests, releases and authorizations within the Electronic Medical Record, PHI log
• Responsible for oversight of the Medical Records Department
• Prepare the mail totes for courier.
• Assist patients, staff and affiliates with medical records requests and questions
• Review, develop and implement standards and procedures for processing medical records requests with administrative support
• Responsible for faxes and scanning
• Participate in QA/QI and other meetings as directed by the Executive VP of Patient Services.
• Abide by, adhere to, and conform to all applicable local, state, federal regulations
• Positively respond to requests for help and research
• Navigate NextGen proficiently including Document Management System
• Review, edit and submit employee time cards to Human Resources.
• Adhere to the Medical Records Policy Manual, HIPPA Manual, and Compliance Plan
• Responsible for medical record requests
• Assist with audits and surveys as directed by Executive VP of Patient Services.
• Provide necessary customer and support services to patients of Palms Medical Group within his/her field of training in accordance with stated policies and procedures of PMG.
• Perform any other duty assigned by the Executive VP of Patient Services or CEO to improve the efficiency of PMG.
• Distribute faxes through the secure email accounts to proper locations.
• Assist the Executive VP of Patient Services with medical data collection for UDS and grant applications.
• Grant employee leave in accordance with PMG policy and staffing considerations.
• Responsible to coach, mentor and monitor staff
• Audit medical records processes to ensure compliance with guidelines
• Verify legitimacy, accuracy, and authority of all such requests, process, and invoice as appropriate
• Oversee the daily medical record activities: employee schedules, work flow and documentation.
• Retrieve, collect and prioritize all requests for medical records made through the organization, patients and affiliates
• Pick up and sort all incoming mail daily.

Description of Primary Attributes

General Development:

• Ability to work at a high-volume level of accuracy
• Ability to work independently and be self-directed and flexible
• Ability to work with diverse people
• Ability to perform functions with minimal supervision
• Ability to prioritize
• Effective telephone skills
• Strong level of confidentiality due to the sensitivity of materials and information handled
• Ability to make suggestions on workflow or system efficiency and effectiveness
• Good organizational skills to handle multiple priorities while remaining professional and calm.

Professional & Technical Knowledge:

• Email
• Copier
• Scanner
• Fax Machine
• Multiline Telephone
• Calculator
• 1. Employee will have a Working Knowledge of the following office equipment:
• 2. Employee will be expected to navigate and operate Microsoft Office suite products, including Word and Excel
• Computer

Licenses & Certifications:

• High School Diploma or Equivalent

Communications Skills:

• Effectively communicates complex and/or technical information to co-workers, patients and/or vendors

Physical/Mental/Emotional Demands:

• Walking short distances
• Stretching / Reaching
• Viewing a computer monitor for long periods of time
• Communicating well to people of various ages, educational levels, cultural backgrounds in person or by telephone
• Exposure to X-Ray radiation
• Bending
• Sitting for long periods of time
• Must utilize universal precaution in clinical or exposure situations as prescribed by federal state, and local guidelines and /or laws
• Exposure to potentially violent / irate patients
• Exposure to chemical and inhalation of antibiotics during reconstitution
• Exposure to a variety of scents and odors
• Reading forms / Instructions / Patients Charts
• Operating office equipment (computer, fax machines, telephones and copy machines)
• Exposure to chemical infectious / contagious illness
• Standing for long periods of time
• Lifting up to 50 pounds
• Health / Safety Consideration of Position