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Medical Records Specialist

2 months ago

Wichita Falls, Texas, United States Texas Department of Aging & Disability Services Full time
Job Description:

Are you prepared to face professional challenges? Are you eager to be part of a vibrant team of dedicated and skilled professionals? The Texas Department of Aging & Disability Services (DADS) could be the ideal environment for you. DADS oversees a network of facilities focused on mental health and complex psychiatric care, ensuring that all locations meet high standards of accreditation.

Our facilities are recognized for providing cutting-edge treatment that is both recovery-oriented and evidence-based. In either a direct-care or support capacity, your role will significantly impact the lives of individuals in Texas.

This position is situated within the Medical Records Department. Here, you will be responsible for gathering, maintaining, and ensuring timely access to accurate and complete healthcare information for authorized personnel.

Your duties will include conducting regular quantitative assessments of both paper and electronic health records, utilizing report inquiries, data collection tools, embedded reporting systems, and compliance audits for electronic documentation.

You will prioritize, locate, track, and facilitate the appropriate transport of patient healthcare records.

This role acts as a vital link between medical personnel, telehealth staff, and data specialists regarding healthcare documentation; filing essential clinician documentation in paper records; ensuring that discharge records are processed according to established protocols; maintaining the availability of necessary documentation forms and patient identifiers; performing routine chart upkeep; and ensuring the availability of super-bills.

As a local authority on hybrid record documentation within your assigned area, you will provide support and training to users of both paper-based and electronic patient healthcare records.

To promote a cohesive healthcare information management structure, you will collaborate effectively with other Medical Records staff and program personnel to deliver exceptional customer service to the organization.

This position may involve working on special projects for the department as needs arise, including but not limited to data integrity and compliance assessments.

All staff members are required to adhere to privacy regulations established under HIPAA.

Essential Job Functions:

  • Perform general office tasks, including answering phones, taking accurate messages, and managing scanning, printing, and copying duties.
  • Maintain regular attendance and may be required to work specific shifts, schedules, or, at times, rotating shifts and/or overtime in accordance with agency policies.
  • Ensure follow-through on general tasks.
  • Provide backup support for assigned co-worker responsibilities.
  • Possess knowledge of HIPAA regulations.
  • Conduct oneself in a manner consistent with the standards expected of DADS employees and demonstrate a willingness to comply with patient and staff requests while adhering to departmental standards.
*Maintain confidentiality of patient and staff information.

  • Execute additional duties as assigned by the Director of Medical Records or their designee.
  • May be required to lift up to 50 lbs, with routine lifting of 5 lbs, as well as engaging in bending, reaching, stooping, pulling, and pushing.
  • Participate actively in disaster response and/or recovery efforts or Continuity of Operations (COOP) activation, which may necessitate alternate shift patterns or locations.
This includes:

  • Overseeing the paper-based patient record check-out system, ensuring current knowledge of the location of medical records.
  • Monitoring compliance of hybrid record documentation through records analysis.
  • Filing relevant clinical documentation in paper records according to established guidelines.
  • Cross-training to cover other programs and/or campuses; willingness to assist in other areas of Medical Records as needed.
  • Training program staff in the use of electronic health records.
Knowledge Skills Abilities:

  • Ability to review work for accuracy and perform detailed tasks accurately.
  • Capability to manage complex tasks with minimal supervision.
  • Ability to organize and prioritize workload effectively.
  • Strong communication skills, both effective and professional.
  • Skill in interacting with the public and colleagues courteously and professionally, even in demanding situations.
  • Ability to set priorities and meet deadlines consistently.
  • Capability to train colleagues on assigned tasks, functioning as a team player to provide excellent customer service.
  • Ability to work discreetly and maintain confidentiality when addressing sensitive issues.
  • Knowledge of transcription and word processing applications.
  • Proficiency in using personal computers and related office equipment, including Microsoft Office Suite, Word, Excel, and Outlook.
*Ability to prepare and maintain records, files, and reports.

  • Willingness to recognize the importance of Medical Records in patient care.
  • Ability to project a professional image and demeanor.