Medical Records Specialist Grade 8

Minimum Qualifications:
High School Diploma or GED required; supplemented by one year of experience in customer service, administrative or clerical work; 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: None.
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 provide complex administrative and clerical support to an assigned clinic. This class is distinguished from Medical Records Assistant in that incumbents in this class also maintain clinic appointment schedules, audit medical charts, and process records requests and medical billing.
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.
Performs customer service functions in person or by telephone; greets visitors; answers the telephone; provides information or assistance regarding clinic services, forms, procedures, fees, or other issues; schedules and confirms appointments; responds to routine questions and complaints; researches problems and initiates problem resolution; refers complaints/problems to appropriate personnel.
Processes a variety of documentation associated with clinic operations, within designated timeframes and per established procedures: receives and reviews department documents such as intake forms, health records, immunization records, HIPPA forms, laboratory results, insurance forms, income information, records requests forms, etc.: verifies, completes and/or codes required information; enters information into department databases; updates database information; creates new files; maintains copies in department manual files.
Maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; prepares records for storage; conducts records maintenance activities in compliance with guidelines governing record retention.
Maintains clinic appointment schedule: builds appointment slots; inputs schedule of patient appointments; blocks out schedule for meetings, holidays, days off, etc.; schedules, reschedules, and confirms appointments; documents arrival and departure time; prints report of appointments made, missed, or rescheduled; prepares and maintains related reports and documentation.
Audits charts for compliance with established policies and procedures: verifies chart information for completeness and accuracy; makes corrections as necessary; prepares and distributes audit reports.

Processes requests for medical records: receives requests for medical records from law offices, social security adjudicators, other medical professionals, etc.; maintains log of medical records request; distributes requests to clinician; verifies signature; copies and mails/faxes information; bills and collects appropriate fee; maintains related documentation.
Processes billing and payment for medical services: enters information from billing sheet; verifies insurance information and eligibility; calculates fees based on established income thresholds and insurance regulations; contacts private insurance companies as well as State Medicaid system; updates client records and department database to reflect any changes in coverage; notifies clinicians of updates; posts service tickets and payments to client's account; issues receipts; forwards fees to Finance; maintains related documentation.
Maintains inventories of supplies, forms, and equipment; ensures availability of adequate supplies to complete work activities; prepares and forwards purchase requisitions for needed materials, equipment, and supplies; receives/distributes incoming supply shipments.
Performs other clerical tasks, such as sending and receiving faxes, making copies, typing correspondence, sorting, organizing, opening, and/or distributing incoming mail, processing outgoing mail, receiving lab results, etc.
Ensures all activities are in compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures regarding medical records, privacy and records retention: initiates any actions necessary to correct deviations or violations.
Prepares or completes various forms, reports, correspondence, and other documentation, including productivity reports, wait time assessments, transmittal reports and medical releases; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
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 supervisor, other employees, clients, medical personnel, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Additional Functions:
May provide translation services.
May participate in special committees or events.
Performs other related duties as required.

Performance Aptitudes:Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
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 and descriptive data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division. May include counting, recording of counts, and basic measuring.
Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.