Job Description
Qualifications
About the Candidate
3+ years' experience as a medical records specialist or combination of education and experience required
Responsibilities
The Medical Records Specialist is responsible for maintaining accurate, organized, and confidential patient medical records
This role ensures compliance with regulatory standards, supports efficient patient care, and facilitates effective communication among healthcare providers
Maintain and organize both electronic and physical medical records, ensuring the records are complete and accessible for healthcare providers as needed
Create new physical medical records by gathering appropriate record folders and content
Retrieve medical records as required for operational needs, audits, peer review, readmissions, HBIPS processing and route to appropriate area or department
Deliver physical medical records to patient units and pick up from the units when required
Ensure physical medical records are stored in the designated area according to storage procedures
Sort and distribute incoming faxes to appropriate departments
File patient documents into medical records while ensuring proper document naming and filing conventions
Coordinate release of medical records to authorized individuals or organizations in accordance with regulatory compliance and practices policies
Post all medical records payments and input the pertinent information into the deposit book
Maintain accurate document tracking and retrieval systems, adhering to state and federal regulations regarding record retention and disposal
Purge and inventory medical records for off-sire storage and disposal
Assist operations within incoming referrals management by reviewing pending phases in the referral management system
Assist operations with incoming referrals management by obtaining incoming communication for closing the referral loop
Maintain accurate and up-to-date provider information in the practice management system and add new providers and update existing provider records as needed
Identify and merge duplicate patient records within the EHR systems
Conduct regular audits of medical records for completeness, accuracy, and compliance
Identify and correct any errors or omissions in patient records
Participate in quality improvement initiatives related to medical records
Handle medical records in a manner that protects patient privacy and complies with all relevant legal requirements
Adhere to HIPPA regulations and all relevant compliance guidelines to endure the confidentiality and security of patient information at all times
Follow establish practice policies and procedures for the creation, retrieval, and storage of medical records
Work closely with all departments to ensure accurate and efficient medical record management
Communicate effectively with healthcare providers, administrative staff, and patients regarding medical record requests and information retrieval
Participate in staff meetings and training sessions as required
Job description
Description
Medical Records Specialist
Summary
The Medical Records Specialist is responsible for maintaining accurate, organized, and confidential patient medical records. This role ensures compliance with regulatory standards, supports efficient patient care, and facilitates effective communication among healthcare providers.
Responsibilities & Duties
• Maintain and organize both electronic and physical medical records, ensuring the records are complete and accessible for healthcare providers as needed.
• Create new physical medical records by gathering appropriate record folders and content.
• Retrieve medical records as required for operational needs, audits, peer review, readmissions, HBIPS processing and route to appropriate area or department.
• Deliver physical medical records to patient units and pick up from the units when required.
• Ensure physical medical records are stored in the designated area according to storage procedures.
• Sort and distribute incoming faxes to appropriate departments.
• File patient documents into medical records while ensuring proper document naming and filing conventions.
• Coordinate release of medical records to authorized individuals or organizations in accordance with regulatory compliance and practices policies.
• Post all medical records payments and input the pertinent information into the deposit book.
• Maintain accurate document tracking and retrieval systems, adhering to state and federal regulations regarding record retention and disposal.
• Purge and inventory medical records for off-sire storage and disposal.
• Assist operations within incoming referrals management by reviewing pending phases in the referral management system.
• Assist operations with incoming referrals management by obtaining incoming communication for closing the referral loop.
• Maintain accurate and up-to-date provider information in the practice management system and add new providers and update existing provider records as needed.
• Identify and merge duplicate patient records within the EHR systems.
• Conduct regular audits of medical records for completeness, accuracy, and compliance.
• Identify and correct any errors or omissions in patient records.
• Participate in quality improvement initiatives related to medical records.
• Handle medical records in a manner that protects patient privacy and complies with all relevant legal requirements.
• Adhere to HIPPA regulations and all relevant compliance guidelines to endure the confidentiality and security of patient information at all times.
• Follow establish practice policies and procedures for the creation, retrieval, and storage of medical records.
• Work closely with all departments to ensure accurate and efficient medical record management.
• Communicate effectively with healthcare providers, administrative staff, and patients regarding medical record requests and information retrieval.
• Participate in staff meetings and training sessions as required.
Requirements
• About the Candidate
Preferred Skills And Abilities
• Proven experience as a Medical Records Specialist or similar role in a healthcare setting, preferable within ophthalmology or retina practice.
• Familiarity with terminology specific to ophthalmology or retina.
• Experience using NextGen, IntelleChartPRO and Phreesia systems to manage patient records efficiently.
• Knowledge of patient privacy laws and adherence to HIPPA regulations in handling medical records.
• Ability to resolve issues related to patient records and ensure data integrity.
• Flexibility in adapting to changes in healthcare regulations, technology, and practice procedures.
• Knowledge of HIPAA and other relevant privacy and security regulations.
Education and Experience
• High school diploma or equivalent required; additional certification or coursework in medical records management is a plus.?
• 3+ years' experience as a medical records specialist or combination of education and experience required.
• Certification as a Registered Health Information Technician (RHIT) or Certified Medical Records Technician (CMRT) preferred.?
