Medical Records Specialist

4 weeks ago

Griffin, Georgia, United States PruittHealth Full time
Job Summary:

We are seeking a highly organized and detail-oriented Medical Records Specialist to join our team at PruittHealth. As a Medical Records Specialist, you will be responsible for maintaining accurate and up-to-date medical records for our patients. This is a critical role that requires strong communication and interpersonal skills, as well as the ability to work independently and as part of a team.

Key Responsibilities:

Maintain accurate and up-to-date medical records for patients

Retrieve, sort, scan, and assemble paper or electronic medical records into proper chart order

Ensure that records are continuously updated and that required documents are provided, signed, and dated according to agency standard operating procedures (SOPs)

Call hospitals and facilities to locate and confirm information, including patient, hospital, hospital reason, admission date, discharge date, room number, and additional notes as applicable

Log all collected patient information on a spreadsheet and email to clinicians and office staff

Print completed Hospital Log and bring to daily Stand-Up to discuss needs for patients requiring transfer, OASIS, resumption of care (ROC) orders, and discharge

Answer and evaluate needs and importance of calls related to patients and potential referrals

Assist clinicians with appropriate disposition of calls to the agency

Process signed orders

Review Order Tracking Report, Hospital Report, and Face-To-Face (F2F) Report

Fax approved orders and Physician's Plan-of-Care (POC/485) to physician for signature

Access and process medical records for F2F requirements and fax to physicians to obtain signatures as needed

Provide reports at Daily Stand-Up Meeting on number of total outstanding F2Fs, number of F2Fs given to Clinical Manager for review that day and those outstanding, total outstanding document numbers, total outstanding documents greater than 30 days out, filing and scanning status, and estimated time to complete outstanding items

Participate in discussion of hospital list and status of each patient

Review and audit medical records according to agency SOPs for accuracy and completeness, e.g., billing attestation review

Process requests for health information received from patient's accounts, billing, etc.

Purge and archive medical records on an as needed basis and as recommended by agency SOPs

Scan and access location of medical records through a chart tracking system

Utilize HCHB for workflow processing of records received, sent for signature, returned to the agency, and scanned and collated, and any hard records that remain onsite or for shredding processes

Requirements:

High school diploma or equivalent

None; on-the-job training provided

Preferred qualifications: one (1) year working in a medical office environment, experience with Home Care Home Base (HCHB), any industry certification related to medical records processing, applicable college coursework or vocational/technical training, home health agency operations experience

Knowledge, Skills, Abilities:

Knowledge of medical terminology, medical office practices, and release of records law

Excellent interpersonal skills. Interact with visitors, field clinicians, physicians, and their medical office staff, patients, and peers

Flexibility to work beyond normal working hours on weekends and holidays as necessary

Report as directed when called in during a disaster or other emergency situation

Knowledge of HIPAA rules/regulations. Ability to learn applicable policies, procedures, and SOPs related to confidentiality and corporate compliance

Ensure security and confidentiality of medical records in accordance with accreditation requirements and other regulations

Ensure records are kept in secure locations with access limited only to those with a 'need to know' the information

Log charts in and out of records room (as applicable)

Coordinate efforts for compliance to subpoena requests from the General Counsel regarding medical records

Provide administrative support to clinical and agency operations staff as needed

Participate as directed in agency survey for accreditation or licensure and any subsequently required reports

Attend and participate in continuing education programs to keep abreast of changes in the field

Attend mandatory in-services and meetings as assigned

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