Records Specialist
2 weeks ago
Job Description Summary
The Records Specialist will be responsible for the effective coordination and organization required for quality patient information and records for new patients.
Records Specialists will request, receive, and review medical records from outside facilities for new patients as well as organize and scan documents into Epic for new and established patients.
This role requires excellent organizational skills, attention to detail, and comfortability with multitasking, all coupled with a background in clinical knowledge, either through education and/or prior job experience.
Job Description
ESSENTIAL FUNCTIONS
Appropriately arranges resources and materials to support the patient experience and visit for new patients, i.e. review and organize medical records, coordinate receipt of pathology and imaging.
Uses electronic tracking systems to thoroughly document progress in retrieval of pertinent patient materials.
Uses standard processes and protocols to monitor and follow up with patients, hospitals, and other parties on materials status.
Collaborates with fellow Records Specialists to ensure seamless coverage and task management in times of full and partial staffing levels.
Maintains standard communication with DFCI clinical and support staff with regards to status of patient materials.
Assists in processing paperwork and completing administrative tasks associated with clinical care including managing materials requests, orders, and records uploading
Responds to emails and manages other requests, as appropriate for new patients. This includes the responsibility to relay detailed clinical information provided by patients, internal/external providers, and others such as staff from ancillary services.
Resolves problems independently, ensures continuous communication with New Patient Coordinators, and appropriately escalates issues to management.
Possesses a level of independence requiring knowledge of multiple diagnoses.
Communicates with outside facility to ensure correct documents are requested and received.
Review medical records for completeness.
Reviews medical records according to established chart order/scanning guidelines.
Scans medical records.
Organize documents for scanning process according to established chart order/scanning guidelines.
Prep documents by accessing patient clinical systems to verify patient record numbers.
Scan documents for scheduled and STAT appointments according to established timeframes.
Review scanned documents for accuracy.
Recognizes emergencies and appropriately responds using standard operating procedures and critical thinking skills.
Is able to comprehend and implement new concepts or modifications to processes requests quickly.
Ensures quality clinical care and adherence to standard operating procedures and compliance requirements.
May assist with the document preparation for incoming FMLA, Disability, SSA forms/requests.
JOB REQUIREMENTS
Minimum Education
HS Diploma required; Bachelor’s Degree preferred
Minimum Work Experience
2+ years of administrative experience recommended, preferably in the medical field
Required additional Knowledge, and Abilities
Ability to function as an integral member of a team
Excellent communication, organizational, time management, and customer service skills
Strong attention to detail
Ability to multi-task and problem solve on the spot
Excellent phone etiquette
PC proficiency
Knowledge of medical terminology is preferred
Handles all work related information in a confidential manner.
Demonstrates an ability to identify customer/patient needs.
Actively works to meet customer needs in a timely manner.
Treats customers/patients with dignity, compassion, and respect
Treats others in a courteous, caring and respectful manner.
Displays teamwork/cooperation.
Displays an understanding of how his/her job relates to the overall work processes and other functional areas.
Displays ability to respond constructively to peer and supervisory suggestions and direction.
Is punctual for start of shift and after breaks.
Maintains attendance as scheduled.
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