Medical Records Specialist

Choptank Community Health System’s mission is to provide access to exceptional, comprehensive and integrated health care for all. Our Vision is to improve the health and well-being of the communities we serve; to provide an outstanding care experience; and to be an exceptional place to work and make a difference.

Job Summary: The Medical Records Specialist is responsible for the maintenance and distribution of patient medical records following the Policy and Procedures set up by Choptank Community Health System, Inc. This includes scanning and retrieving patient medical records in a timely manner, checking patient charts for accuracy and completeness, copying medical records, and scanning all incoming patient material. Assigning and categorizing data in the medical record.

Required Skills/Abilities:

• Working knowledge of automated patient data systems.
• Must be proficient in computer skills.
• Must demonstrate the ability to use office equipment such as computers, printers, telephones, fax machines and copier machines.

Education and Experience:

• High School Diploma or equivalent
• Preferred experience in various medical settings to include family practice, pediatrics and women’s health.

Core Values:

• Commitment To Service
• Respect
• Quality
• Teamwork
• Patient Focus
• Integrity
• Accountability
• Caring & Compassion
• Professionalism
• Listening & Responding
• Safety
• AIDET

Job Related Competencies:

• Empathetic Outlook- The ability to perceive and understand the feelings and attitudes of others; the ability to place oneself “in the shoes” of another and to view a situation from their perspective.
• Attention to Detail- The ability to process detailed information effectively and consistently.
• Problem Solving- Identifies and analyzes problems weighing the relevance and accuracy of available information. Generates and evaluates alternative solutions and makes effective and timely decisions.
• Communicates Effectively- Developing and delivering multi-mode communication that conveys a clear understanding of the unique needs of different audiences.
• Values And Ethics- Serving with integrity and respect in personal and organizational practices. Ensuring decisions and transactions are transparent and fair.
• Time Management- The ability to effectively manage one’s time and resources to ensure that work is completed efficiently.

Duties/Responsibilities:

• Daily preparation of electronic health record
  • Obtains prior medical records for all new patients.
  • Obtains hospital records as needed for in-patient and emergency room hospital follow up appointments.
  • Obtains all specialist and diagnostic reports.
  • Utilizes electronic health record for tracking of open record request.
  • Supports clinical department in obtaining copies of medical records.
  • Categorizes all incoming faxes that are not automatically assigned to the appropriate staff member and facilitates correct distribution.
  • Reviews incoming faxes for completeness and forwards them to appropriate staff members.
• Management of Electronic Health Record
  • All paper copies of labs, consultant reports, diagnostic reports and other patient documents are scanned in the appropriate category in the electronic health record within 24 hours of receipt
  • Maintains confidentiality of patient/medical information. Reports any unusual and/or problems to immediate Site Director or Site Manager.
  • Reports errors for items that are not automatically assigned in the electronic health record.
  • Maintains the medical record department in a neat and orderly fashion.
  • Scans all incoming patient forms needing completion by nurse or provider.
  • Scans completed forms and replaces blank document after completion.
  • Identifies and notifies Site Director or designee of duplicate medical records.
  • Prints the next day schedules for each provider daily.
• Processes Release of Medical Records
  • Maintains ongoing communication with Health Center Management and medical center staff for all subpoena record requests.
  • Processes release of medical information requests in accordance with established procedures and invoice processing fees if appropriate.
  • Always follows procedures to ensure patient confidentiality, e.g., individual picking up medical records on-site must show appropriate identification.
  • Releases patient chart information to medical specialist offices as deemed medically necessary.
  • Make appropriate notation in the disclosure area of the practice management system.
  • Participates in collaborative effort with Quality Department as necessary to ensure that chart audits are managed appropriately.
  • Notify chart storage of needed record for scheduled appointment.
  • Correspondence
  • Sorts and distributes site mail.
• Performs other duties as required
• Practices AIDET with all patient interactions.
• Follows CCHS Standards of Behavior
• Takes initiative to solve problems and recommends improvements to the Site Director
• Consistently displays professionalism during interaction with CCHS customers, staff and clinicians.
• Attends weekly huddles, monthly site meetings, department meetings and full staff meetings as required.
• Promotes customer service with patients and outside contacts
• Maintains inventory of office supplies by communicating low stock to designated person.
• Responsible for mail and package deliveries.
• Takes initiative and prioritizes effectively
• Works with other staff to achieve a desirable working environment.
• Provides support to the department to cover shortages in other CCHS sites.
• Provides phone support during peak times.
• Regular, reliable attendance is a requirement of this job.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

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  COVID-19 considerations: Note: As a healthcare organization that accepts Medicare/Medicaid - we are required to comply with all Federal mandates related to vaccines. This requirement applies to all current and future Choptank employees.