Medical Records Clerk

FLSA: Non-exempt

DEPARTMENT: Service Coordination

STATEMENT OF PURPOSE:

Maintain accurate and complete client records in accordance with agency protocols/procedures.

SCOPE OF RESPONSIBILITY:

This position is responsible for the maintenance and accuracy of all client records (hard copy and/or electronic) that are accessed by clinical staff, directors, managers and psychiatrists. In addition, the position provides clerical/data entry support to the Quality Improvement Staff and Director.

ESSENTIAL FUNCTIONS:

• Ensure that client records are organized, accurate and complete. To review client documentation prior to being uploaded in chart and if inaccurate notifying the appropriate party.
• Create digital copies of paperwork (scanning) and store the records electronically (uploading documents).
• Monitor protocols for off-site chart storage and access charts when needed.
• Maintain inventory of charts identified for destruction.
• Ensure that client records are protected and kept confidential.
• Assist with the processing of requests for records.
• Assist the Quality Improvement Department with data collection and data entry tasks.
• Assist front office staff with clerical duties such as answering phones, shift coverage and assisting with completion of client documents.
• Support psychiatrists with recording of medical information
• Calling to confirm appointments for psychiatrists
• Verifying MediCal status for intake appointments.

KNOWLEDGE, SKILLS AND ABILITIES:

• General telephone etiquette.
• Alphabetical and numerical filing.
• Excellent organizational skills.
• Ability to operate standard office equipment.
• Experience with Microsoft Office, Excel and Adobe applications (preferred).
• Ability to communicate courteously and tactfully with the public and agency staff.
• Ability to deal with clients in a tactful and professional manner.
• Ability to follow written and oral directions and request assistance when needed.
• Ability to follow established procedures with minimal training.

REQUIRED LICENSES, CERTIFICATES, EDUCATION, EXPERIENCE OR TRAINING:

• Must have a minimum of a High School degree
• At least 1 year experience in an office environment, with alphanumeric filing experience

CONDITIONS OF EMPLOYMENT:

Employee may be asked to participate in cross-training programs, work overtime, or pursue additional education or training when it is determined to be in the best interest of the company by the Chief Operating Officer and Chief Executive Officer.

This description is only intended to identify the essential functions of the position and to illustrate the duties, responsibilities, and requirements for it. It is not intended, nor should it be interpreted to describe each and every duty employees assigned may be required to perform.

WORKING CONDITIONS: Work is performed in normal office setting. Noise level is moderate with occasional loud outbursts

PHYSICAL DEMANDS:

• Must be able to remain in a stationary position 50% of the time
• Needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office machinery, (i.e., telephone system, calculator, copy machine and computer printer)
• Constantly converses with staff and clients

The Whole Child is an equal employment opportunity employer and no candidate for employment will be rejected on account of race, color, religion, national origin, age, marital status, or sex. Candidates with physical impairments will be considered so long as it can be reasonably demonstrated that the duties and responsibilities can be effectively performed without hazard to the individual, fellow employees, or clientele.