Health Records Specialist

7 months ago

Oregon City, United States Clackamas County Full time

JOB DETAILS AND QUALIFICATIONS

The Clackamas County Health, Housing and Human Services Department – Health Centers Division is looking for a detail-oriented Health Records Specialist to perform complex duties associated with the health records system. 

The Health Records Specialist is responsible for processing and maintaining accurate and legal health records which provide real-time availability of quality information for professional health care providers to deliver services and protect the financial and legal interests of the provider, facility and patient. 

In addition, the Health Records Specialist performs data entry and scanning activities, maintains data integrity, confidentiality & security and responds to requests for health information with a standard level of legal protection.This position requires a high level of customer service both internally and externally through telephone, email and faxing.

Clackamas County Health Centers is a Federally Qualified Health Center (FQHC) designated by the Health Resources and Services Association (HRSA). The position supports requirements to maintain patient records and releasing records within statutory guidelines.

Required Minimum Qualifications/Transferable Skills*:

Minimum of one (1) year relevant experience that would provide the required knowledge and skills to perform the duties of the job Knowledge of medical terminology, including terms used in basic anatomy and physiology Working knowledge of general medical record documentation Experience entering and retrieving data from various databases Experience prioritizing assignments as well as successfully completing projects that may have competing priorities, timelines and due dates Experience working in a fast paced, busy environment, often while being interrupted or distracted Experience providing factual information while being sensitive to the customers’ needs Experience working well both independently and in a team environment Must pass a criminal history check which may include national or stat fingerprint records check

Preferred Qualifications:

Experience working with medical records Working knowledge of HIPPAA laws in a medical environment Experience working with an electronic health records system, such as EPIC Experience with electronic document management systems, such as OnBase, including scanning, importing/exporting and indexing Registered Health Information Technician (RHIT) credential

Pre-Employment Requirements:

Must pass a criminal history check which may include national or state fingerprint records check

*For Veterans qualified for Veteran’s Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

TYPICAL TASKS

Prepares, scans, indexes, abstracts and processes health records containing protected health information through electronic and other health record systems for immediate access by medical providers, clinicians, dental providers and clinic office support staff; processes internal requests for health, behavioral health, dental records and dental referrals; searches for missing records; forwards health records to appropriate location. Receives, tracks and processes external requests for a variety of health information with standard level of protections; verifies and reviews health information requests and authorization forms for validity, completeness and compliance with State and Federal law and confidentiality guidelines; determines and compiles appropriate health records and documents to release based on review and interpretation of applicable and evolving laws, rules, regulations and County policy; consults with supervisor on complex information requests; calculates charges for health record copies; mails; emails and/or faxes providers; confers with clinicians, administrative and support staff, supervisors, patients, public agencies, attorneys and outside health care providers regarding requests for health information. Provides assistance and information to staff, patients, and third parties such as other clinics, insurance companies, government agencies and law firms via phone and email; explains how to obtain records; provides status on records requests; provides timeframe for when requested records are expected to be received. Answers questions about confidentiality, documentation standards, procedures and release of health information; assists in educating and training new Health Records staff on health records tasks; assists in educating clinicians and other internal staff regarding health records issues; resolves issues with records retrieval and in locating information. Reviews health records for completeness; searches for missing records; follows up with clinicians and others to obtain missing documentation, information or required signatures; performs data entry of health information into supporting databases according to timelines; extracts and compiles medical care and other data from health records for various inquiries and reporting requirements; navigates among several specialized, complex systems; merges duplicate registrations. Assists in developing and implementing procedures to improve quality, content and security of health records; assists in maintaining health records procedure manuals; makes recommendations for procedural changes as needed; audits charts and internal processes as requested.

REQUIRED KNOWLEDGE AND SKILLS

Working knowledge of: Electronic Health Records systems; principles and practices of health records management including documentation practices, auditing techniques and filing systems; medical terminology including basic anatomy and physiology; current, relevant Federal, State and local laws, rules and regulations applicable to health record confidentiality, release of information and security; concepts and techniques for prioritizing and organizing work; office practices and procedures; basic English, spelling, grammar and punctuation; basic math.

Skill to: Independently, accurately and effectively perform assigned tasks and duties following established procedures and policies with adherence to timelines; correctly research and interpret and apply laws, rules and regulations governing health records, release of health information, confidentiality and security; organize and maintain an accurate health records filing system; perform detailed record research; maintenance, retrieval and filing utilizing multiple software programs; compute charges due according to billing schedule; communicate effectively, both orally and in writing; operate office equipment including computers, printers and fax machines; use variety of software programs including spreadsheets and specialized databases; maintain effective working relationships with County staff, health professionals, patients, attorneys, other agencies and the public. 

WORK SCHEDULE

This position works 40 hours during a standard workweek of Monday through Friday. Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended. 

This position is eligible for hybrid on-site/telework subject to the and based on the Department’s business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.

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