Practice Support Specialist

Job Summary:

Under the direction of the Revenue Cycle Director, Patient Access and HIM Manager and Department Lead, this position is responsible for maintaining ambulatory patient's records within the EMR system. This position is responsible for centralized functions for all of the ambulatory practices to include records requests, indexing of clinical documents, processing subpoenas, chart audits, pre-appointment chart preparation and inputting specific quality metric care guidelines. Quality control and assurance for all incoming clinical records is essential.

Essential Functions:

General:

• Required to meet and maintain goals set forth by the Management Team
• Basic Clinical knowledge, to include medical terminology, medications, procedures/radiology, procedures and surgeries from all different medically specialty services
• Knowledge of all areas of registration, updating and correcting demographics as needed
• Engages in ongoing training, education and professional activities to enhance knowledge, skills and professionalism
• Other duties as assigned

Medical Records:

• Corrects and moves documents in the electronic medical record when applicable
• Maintaining updated knowledge of providers within the surrounding areas
• Submits medical records request and subpoenas to vendor for processing. Maintains access to vendor's online portal to review request status.
• Process STAT medical records requests in-house
• Notifies appropriate staff member when a chart amendment is requested by a patient or provider
• Initiates medical record by searching master patient index; identifying existing patient records or need to assign a new number; interacting with registration areas and physicians' offices for information verification; processing or creating the record folder
• Knowledge of Maryland medical records regulations and release of health information

Indexing:

• Indexing Medical Records documents for all ambulatory practices – clinical documentation filed into the chart or send to provider for review
• Batches completed within 48 hours of coming into the EMR system
• Verify Accuracy of all documents, using patient name, date of birth and other appropriate identifiers
• Knowledge of the EMR based indexing category definitions and what is to be scanned in those specific areas
• Manages index of patients by auditing, correcting and communicating any discrepancies and inaccuracies to appropriate staff
• Goal of 500 pages indexed daily and to be 24-48 hours with processing

Audits:

• Documenting all audit requests for clinical documentation and regulatory requirements
• Notifying Revenue Cycle director when audits are requested

Pre-Appointment Chart Preparation:

• Run reports and reviewing upcoming new patient and discharge follow up appointments to ensure that medical records are received prior to the patient's upcoming appointment.
• Contacting the patient and the patient's prior clinical provider to process medical records requests
• Review and search specific databases such as Meditech and CRISP

Quality Metrics:

• Maintains knowledge of organizational quality metrics and goals
• Enter quality metrics for clinical records on mammograms, colonoscopies and diabetic eye exam
• Task appropriate group when other quality clinical metrics need to be entered into a patients chart

Phone Queue:

• Required to work in a phone queue to answer questions related to medical records and subpoenas. This is to include incoming and outgoing phone calls.
• Review statistical data pulled from our phone vendor; Cisco Finesse, to ensure time efficiency on calls and completing self-assessments as well as review assessments on calls reviewed by management
• Enroll patients in the portal

Required Knowledge, Skills and Abilities:

• Maintain a working knowledge of Medical Specialty services
• Attention to detail, with the ability to analyze and determine the type of data needed to complete various types of medical records requests
• Must have the ability to apply policies and procedures regarding data security and patient confidentiality (HIPAA) to prevent inappropriate release of patient information
• Proficiency in the use of computer software such as Microsoft Word, Microsoft Outlook, Microsoft Excel, NextGen, Meditech, Meditech Expanse, and the usage of the intranet. ability to operate a copier, fax machine, and printer
• Excellent verbal and written communication skills to interact effectively with patients, customers, employees and Senior Leaders. Must demonstrate the ability to follow verbal and written instructions
• Interacts with co-workers and other staff in a courteous and professional manner at all times, and offering assistance as needed
• Must be able to work in a changing environment, accept and give constructive criticism and feedback
• Must work well with others in a team oriented environment
• Strong Customer Service background to include a pleasant disposition and high tolerance level

Minimum Education, Training, and Experience Required:

• High School Diploma or GED Required
• A minimum of one year hospital experience in the areas of registration and/or patient accounts or experience in a physician based office setting required
• A minimum of one years of medical records experience preferred
• Understanding of Medical Terminology, procedures and surgeries

Physical Demands:

Sedentary - Light Work - Lifting up to 15 pounds on an infrequent basis (less than one lift every three minutes). While work is mostly done sitting, a certain amount of walking or standing is often necessary.

Ergonomic Risk Factors:

Repetition: Repeating the same motion over and over again places stress on the muscles and tendons. The severity of risk depends on how often the action is repeated, the speed of the movement, the required force and muscles involved.

Awkward Posture: Posture is the position your body is in and its effect on the muscle groups that are involved in the physical activity. Awkward postures include repeated or prolonged reaching, twisting, bending, kneeling, squatting, working overhead with your hands or arms, or holding fixed positions.

Working Conditions:

• Bloodborne Pathogens Exposure Risk: Category C – NO exposure to blood or body fluids.

Reporting Relationship:

Reports to Director Revenue Cycle, Patient Access and HIM manager and Patient Access and HIM lead

Caring for you as you care for the CommUNITY

Frederick Health offers a comprehensive and affordable benefits package. Health, Dental and Vision insurance are offered the 1st of the month after 30 days of employment to all employees hired to work at least 20 hours per week and we offer multiple plans to best meet your and your family's needs. Life insurance, Short-Term Income Replacement and Long-Term Disability are employer paid for eligible employees. Frederick Health offers a robust Paid Time Off program for eligible employees. Our 403B retirement plan helps you save for your retirement and includes an employer match to eligible employees. All employees have access to free financial planning sessions. We also offer an educational assistance program to support your education goals as well as an employer paid Employee Assistance Program.

Pay is based on experience, skills and education. If position is part-time, salary will be pro-rated based on scheduled hours. The pay range may also vary within the stated range based on specialty if applicable. Non-Exempt positions may have shift differential and/or Overtime paid, if applicable.

Hourly range: $17.00-$22.66

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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