Medical Records Specialist (Home Health)

PruittHealth is a COVID-19 vaccine-mandated employer.
At PruittHealth Home Health, we’re committed to a lot of things. But we’re especially committed to caring for our patients and residents, as well as providing our employees with a rewarding career as a member of our PruittHealth family.
That’s why we attract employees who are passionate about providing the highest quality level of care possible for our patients. We also attract people who are looking for a home, rather than just a job – where being part of a family at work is as important as the type of work they are doing. As a member of our team, you will also have access a progressive benefits program that reflects our commitment to caring for our 16,000 partners.
Position: Medical Records Specialist
Location:
Job Purpose
Reporting to the Branch Office Manager (BOM), the Medical Records Specialist (MRS) is responsible for maintaining medical records for the agency in a timely and accurate manner to ensure documentation flows from referral to final billing in an efficient and effective manner. The MRS maintains current patient information and enters activity into HomeCare HomeBase (HCHB) information system and processes and tracks medical records requiring manual and scanning processes. The MRS screens telephone calls for non-clinical issues.
Key Responsibilities

• Retrieve, sort, scan, and assemble any paper or electronic medical records into proper chart order. Ensure that records are continuously updated, and that required documents are provided, signed, and dated according to agency standard operating procedures (SOPs).
• Track missing/late documentation.
• Process signed orders.
• Utilize HCHB for workflow processing of records received, sent for signature, returned to the agency, and scanned and collated, and any hard records that remain onsite or for shredding processes. (This may include, but is not limited to, laboratory reports, nurses' notes, prescription, and other information located in the patient’s electronic medical record).
• Call hospitals and facilities to locate and confirm information, including but not limited to: patient, hospital, hospital reason, admission date, discharge date, room number and additional notes as applicable.
• Review Order Tracking Report, Hospital Report and Face-To-Face (F2F) Report.
• Provide reports at Daily Stand-Up Meeting on number of total outstanding F2F’s, number of F2F’s given to Clinical Manager for review that day and those outstanding, total outstanding document numbers, total outstanding documents greater than 30 days out, filing and scanning status, and estimated time to complete outstanding items. Participate in discussion of hospital list and status of each patient.
• Process requests for health information received from patient’s accounts, billing, etc.
• Maintain the medical records of the agency.
• Purge and archive medical records on an as needed basis and as recommended by agency SOPs.
• May evaluate needs and severity of phone calls from patients and assess appropriate disposition of call.
• Scan and access location of medical records through a chart tracking system.
• Scan clinical records for new and current patients upon receipt of medical records.
• Access and process medical records for F2F requirements. Fax to physicians to obtain signatures as needed.
• Complete quantitative administrative review of clinical records at the start of care (SOC) and upon patient discharge.
• File incoming documents daily. Maintain a control procedure for active patient files. Maintain a tracking system to ensure clinical records are current according to company SOPs and regulatory and accreditation requirements.
• Log all collected patient information on spreadsheet, and email to clinicians and office staff.
• Participate in agency back office daily operations as assigned by the BOM.
• Print completed Hospital Log and brings to daily Stand-Up to discuss needs for patients requiring transfer, OASIS, resumption of care (ROC) orders, and discharge.
• Access and process record for Face to Face (F2F) documentation, operative notes, discharge summaries, laboratory and radiology reports.
• Answer and evaluate needs and importance of calls related to patients and potential referrals. Assist clinicians with appropriate disposition of calls to the agency.
• Fax approved orders and Physician’s Plan-of-Care (POC/485) to physician for signature.
• Review and audit medical records according to agency SOPs for accuracy and completeness, e.g. billing attestation review.
• Communicate via fax with physicians' offices to obtain current visit notes and co-signatures from primary care physicians (PCPs),
• Participate month end billing processes and billing attestation processes and procedures.

Minimum Education Required

• High school diploma or equivalent

Minimum Experience Required

• None; on-the-job training provided

ADDITIONAL QUALIFICATIONS: (Preferred qualifications)

• Experience with Home Care Home Base (HCHB).
• One (1) year working in a medical office environment.
• Applicable college coursework or vocational/technical training.
• Home health agency operations experience.
• Any industry certification related to medical records processing.

Knowledge, Skills, Abilities

• Provide administrative support to clinical and agency operations staff as needed.
• Attend and participate in continuing education programs to keep abreast of changes in the field.
• Attend mandatory in-services and meetings as assigned.
• Report as directed when called in during a disaster or other emergency situation.
• Participate as directed in agency survey for accreditation or licensure and any subsequently required reports.
• Excellent interpersonal skills. Interact with visitors, field clinicians, physicians and their medical office staff, patients, and peers.
• Flexibility to work beyond normal working hours on weekends and holidays as necessary.
• Knowledge of HIPAA rules/regulations. Ability to learn applicable policies, procedures, and SOPs related to confidentiality and corporate compliance.
• Ensure security and confidentiality of medical records in accordance with accreditation requirements and other regulations. Ensure records are kept in secure locations with access limited only to those with a “need to know” the information. Log charts in and out of records room (as applicable).
• Knowledge of medical terminology, medical office practices, and release of records law.
• Coordinate efforts for compliance to subpoena requests from the General Counsel regarding medical records.

Proof of COVID-19 vaccination or approved exemption required by date of hire
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As a condition of employment at PruittHealth, all employees are required to provide proof of COVID-19 vaccination by date of hire unless a medical or religious exemption is approved.
As an Equal Employment Opportunity employer, all qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability, or veteran status.
Job
Administrative
Primary Location
North Carolina-Burnsville
Other Locations
North Carolina-Burnsville
Schedule
Full-time
Shift
1st Shift
Job Posting
Apr 30, 2023, 11:15:31 PM
Work Locations
PruittHealth @ Home - Yancey