Medical Records and Referrals Assistant

Details

  • Salary Range: $14.93 - $17.55 per hour
  • Hours: 40 hours per week
  • Department: NUNM Health Centers
  • Closing Date: Open until filled

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Responsible for daily activities and work under the direction of the Clinic Operations Assistant Manager, Medical Records Coordinator, and Referral Coordinator by retrieving, filing, auditing, processing Electronic Health Records (EMR) requests and maintaining all clinic patient files in accordance with HIPAA, HHPS and other state and federal regulations and processing all authorizations for acupuncture and other referral support within the NUNM Health Centers.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Medical Records Responsibilities:

Ensure accurate and timely follow-up to questions, retrieving of charts and processing medical records requests for patients, students, staff, and faculty and protect the privacy and limits the access of patient medical records.

Ensure consent forms are signed and dated and scanned, indexed and committed in the patient’s electronic health record for the Community Health Centers.

Ensure that outside Medical Records, Labs both internal and outside, Epic Downtime records and all Epic Community Clinic records and consents are scanned, indexed and committed.

Process all clinic medical requests by ensuring patient authorization for release of records and patient confidentiality.

Assist in stocking of all forms managed or distributed by Medical Records.

Assist the Medical Records Coordinator in maintaining charts and ensuring chart notes, lab reports etc. are filed in the correct location of the EMR.

When the Medical Records Coordinator is away from the Medical Records office, the Medical Records Assistant will assume the tasks that the Medical Records Coordinator is responsible for, including Epic Care Everywhere and My Chart.

Assist the Medical Records Coordinator in timely and accurate processing of record releases to all third-parties by:

  • ensuring all disclosures and related notices and letters are processed in accordance with applicable state and federal laws. This includes, but is not limited to, ensuring applicable authorization requirements and timelines are strictly adhered to and ensuring that all releases of information from the Clinic are done in accordance with established policies, procedures, standards and guidelines and;
  • ensuring all providers have timely and appropriate notice of qualifying releases and ensures timely notification to the Operations Assistant Manager when compulsory process for health information is received and;
  • ensuring all disclosures are completely and accurately documented in the patient’s chart as required by applicable laws, logged records are complete and accurate and all outgoing reports are kept current.

Assist the Medical Records Coordinator with timely and accurate processing of records releases to other departments by:

  • coordinating with Clinic Billing to ensure records for third-party payer claims (i.e. HICFA enclosures) are released to the Clinic in a timely manner and that all third-party payer authorization requirements are met and;
  • ensuring timely release of medical information or database updating necessary for EMR.

Act as frontline resource for staff, faculty, students and volunteers for obtaining information on medical records policies and standards concerning charting and general health information management and refer to supervisor as appropriate.

Keep current on rules and regulations regarding medical records handling including HIPAA, HHS and other state and federal codes and regulations and communicates changes and updates to medical records handling requirements to clinic staff.

Attend HIPAA trainings as required by the HIPAA Compliance Officer.

Assist the Medical Records Coordinator in developing and maintaining a current Training Manual for clinical staff, doctors and work-study employees and ensure all clinical staff, doctors and work-study employees, including new hires, are trained on applicable medical records policies, procedures, standards and guidelines.

Assist the Medical Records Coordinator in developing, updating and maintaining a current Medical Records Policy and Procedure Manual for reference and ensure all clinical staff, doctors and work-study employees are updated on all applicable changes as needed.

Attend all required Epic Trainings to ensure the most current applications and functions are used.

Invoice and track charges for copying medical records when applicable.

Other duties and responsibilities as assigned by the supervisor.

 

Referral Responsibilities:

Responsible for all intake of acupuncture authorizations within NUNM Health Centers.

Manage work queue of all acupuncture referrals requiring authorization by collecting appropriate codes from providers for submission to insurance website via online portal.

Communicate with providers on authorization status and current prioritized list of codes based on State of Oregon Medicaid guidelines.

Input payor authorization determination into Epic electronic medical records (EMR).

Update notes in referral so that all scheduling staff may access appropriate authorization information in timely manner.

Maintain updated work queue list and follow up on outdated authorizations with insurance payor.

Contact patients with status of authorization as needed.

Work closely with Health Centers Referral Coordinator on patients who have both referrals and authorizations for the best continuity of care.

Stay updated on current Medicaid guidelines and communicate any changes to Director of Operations.

Assist the Referral Coordinator in developing and maintaining a current Training Manual for clinical staff, doctors and work-study employees and ensure all clinical staff, doctors and work-study employees, including new hires, are trained on applicable referral policies, procedures, standards and guidelines.

Assist the Referral Coordinator in developing, updating and maintaining a current Referral Policy and Procedure Manual for reference and ensure all clinical staff, doctors and work-study employees are updated on all applicable changes as needed.

Additional duties as assigned by supervisor.

 

EDUCATION/EXPERIENCE

High school diploma and (2) years of additional training in the job’s related field and one (1) year of medical records experience; or equivalent combination of education and experience.

Trainings in State and Federal laws and HIPAA regulations regarding patient confidentiality and medical record maintenance required, as directed by the Clinic Services Manager. Certification in HIPAA on an annual basis is required. Six (6) months experience in Electronic Health Record required; Epic experience is preferred.

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be detail oriented, tactful and professional to resolve disputes, multi-task, work well under pressure and have ability to decipher handwriting and spot check for chart errors. Must be proficient in filing and accurate in alphabetizing charts by last name.

Knowledge of Windows applications, photocopier, facsimile, and postage meter.  Ability to climb a portable ladder, reach, bend, and squat to file and pull medical records of patients, type 40 words per minute and work in a fast paced, non-structured environment with minimal supervision.