Medical Records Support

Under the supervision of the Manager, Medical Records is responsible for requesting, filing and maintaining, and submitting accurate medical records and member requested information while ensuring compliance and timeliness with all relevant standards and regulations. 

Required:

1. High school diploma or equivalent.
2. Demonstration of proficient organizational skills and clerical skills with typing and filing.
3. Ability to maintain sensitive information with discretion and professionalism.
4. Strong knowledge with HIPAA compliance and other relevant laws/regulations.
5. Strong communication skills with attention to detail and accuracy. 
6. Excellent time management skills with the ability to adapt quickly to changing priorities to meet deadlines.

Desired:

1. Proficiency in medical records systems and record keeping. 
2. Experience in medical records and medical terminology.

Responsibilities:

1. Processes requests for release of member information or requests to obtain member information in a timely manner
2. Enters medical record requests into a shared data base for tracking and trending
3. Requests medical records by fax, telephone, or third party vendor with applicable turnaround times dependent upon the reason for the request
4. Follows up on medical record requests to assure timeliness of requests for audits and regulatory oversight
5. Works fax queues to and copying service queues and downloads medical records to appropriate areas
6. Adheres to correct file naming conventions for medical records
7. Reconciles copying service invoices as directed
8. Attaches invoices to Accounts Payable folders as directed who are maintaining, requesting and submitting accurate medical records while ensuring compliance and timeliness
9. Processes requests for release of member information or requests to obtain member information in a timely manner
10. Adheres to policies, procedures and protocols for medical record management
11. Assists with gathering data and preparing medical record reports as directed by manager
12. Ensures that each member's record is maintained in a confidential and secure manner
13. Ensures the accuracy and accessibility of member medical records once received
14. Implements communication processes with requestors regarding status of requests via phone, email, fax or through portal access
15. Navigates multiple portal queues for medical record requests
16. Requests, retrieves, files and attaches medical records as outlined in policies and procedures
17. Processes other applicable incoming correspondences as needed
18. Sends follow up responses to internal staff making the requests as well as to those that have not complied with meeting the request. 
19. Communicates to manager the need to notifiy the Provider Delivery Services Department to engage with provider offices and facilities that are non-responsive in providing medical records that are being requested