Medical Records Specialist

Family Service and Guidance Center of ToTopeka, KS, US

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Job Description

ESSENTIAL FUNCTIONS

Check Medical Records voicemail daily and answer messages within 24 hours.
Process medical record requests in accordance with applicable regulations.
Responsible for working with the Risk Manager to stay updated with pertinent regulations.
Prepare requested documents for client pick-up, and mailing.
Receive and process internal Use & Disclosures (U&D) in an accurate and timely manner.
Process external Release of Information (ROI) and court orders, as required.
Assist with audit records requests, working closely with Quality Department.
Assist with possible subpoenas / legal situations, collaborating with Risk Manager.
Run and maintain reports as necessary.
Ensure documentation for scanning is accurate and complete.
Scan assigned documents into EMR system.
Maintain and update OneNote Department Manual.
Maintain appropriate channels of communication with agency staff.
Back up the Operator overflow calls.
Other duties as assigned as qualified and trained for.
Comply with Family Service & Guidance Center policies and procedures; take appropriate action to correct any obvious unsafe conditions.

POSITION QUALIFICATIONS

Education / Licensure :

High School diploma or GED equivalent.

Must successfully pass the KBI and DCF Central Registry and all other background investigations.

Must possess a valid driver’s license, a good driving record, current auto insurance and reliable transportation.

Experience :

One year of administrative work experience required.

Experience working in a healthcare environment preferred.

Experience using electronic medical records software preferred.

Understanding of HIPAA Laws.

Knowledge / Skills / Abilities :

High level of organizational skills required.

Detail Oriented

Professional and effective communication skills (verbal and written)

Ability to work independently essential.

Ability to maintain confidential material required.

Customer-focused (internal and external)

Excellent listening skills

Accountability

Reliability

Integrity / Loyalty / Trust

Adaptability / Flexibility

Time Management

Must have excellent computer skills including MS Office Word, Excel, OneNote, and Outlook

Proficiency in MS Office Suite with ability to learn other software programs as necessary

Relationship building

Problem Solving

Open to learning and accepting feedback

Collaborative

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5+ hrs. / day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5+ hrs. / day)

C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs. / day

Physical Demands Lift / Carry

Stand (O) 10 lbs. or less (O)

Walk (O) 11 – 20 lbs. (O)

Sit (F) 21 – 50 lbs. (O)

Manually Manipulate (O) 51 – 100 lbs. (N)

Reach Outward (O) Over 100 lbs. (N)

Reach Above Shoulder (O)

Climb (O) Push / Pull

Crawl (N) 12 lbs. or less (O)

Squat or Kneel (O) 26- 40 lbs. (O)

Bend (O) 41 – 100 lbs. (N)

Other Physical Requirements :

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities.

WORK ENVIRONMENT

Minimal risk of exposure to aggressive and / or acting out (verbal and physical) children and youth.

Position requires extended periods of sitting, continual use of the keyboard and personal computer and / or speaking on the telephone. Ability to perform duties as required in a fast-paced office environment.

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Medical Record Specialist • Topeka, KS, US