Job: Records Office Spec. (Medical Front Office)

Summary:
Monitors and maintains records, files; provides customer service, and cleri¬cal support to ensure the smooth operation of the site.

Essential Duties and Responsibilities:

1.Operates telephone system to answer, screen and forward calls, provides information, takes messages, schedules appointments, and contacts members to remind them of their scheduled appointments.
2.Greets visitors, determines nature of business, directs them to appropriate office/person and notifies appropriate person of visitors arrival.
3.Independently answers inquiries and provides information or assistance to callers and visitors.
4.Assists members in the completion of required forms and review for completeness.
5.Receives, date stamps, separates and distributes incoming mail or other materials to staff; determines appropriate receiver based on subject of correspondence or mail.
6.Coordinates record audits and studies.
7.Pulls medical records for scheduled appointments, and resolves scheduling discrepancies.
8.Assembles new member files and notifies appropriate staff of record deficiencies.
9.Receives and files reports in medical records.
10.Processes correspondence to primary care physicians (PCP), other agencies, staff and members, in accordance with policies and procedures related to confidentiality.
11.Processes closed and transferred cases according to procedure.
12.Responds to medical record issues/requests according to policies and procedures.
13.Conducts medical records/front office orientation for clinical staff.
14.Processes subpoenas to assure legality of releases of information and billing for cost in photocopying, etc.
15.Works directly with members, in coordination with clinical staff, to obtain and process “Release of Information” in accordance with Arizona Revised Statutes and Federal regulations regarding confidentiality.
16.Verifies hospital admits/discharges daily, transmits/receives relevant records, to ensure continuity of care.
17.Maintains, inputs, and retrieves data from established database information system.
18.Performs other related activities in accordance with agency growth and changes.

Knowledge, Skills and Abilities:

1.Demonstrates competencies in accordance with CODAC standards and metrics.
2.Demonstrates ability to work effectively with staff and the public.
3.Knowledge of principles and processes for providing customer service.
4.Knowledge of medical records standards and current statutes pertaining to member medical records.
5.Ability to follow written and oral instructions, and to communicate effectively both orally and in writing.
6.Demonstrates ability to work independently and to coordinate and make decisions involving all aspects of medical records/office operations.
7.Demonstrates ability to maintain accurate numeric and/or alpha medical records systems.
8.Ability to assess and resolve complex aspects of medical record keeping.
9.Knowledge of administrative/clerical procedures and office equipment.
10.Ability to evaluate facts or situations to determine appropriate action.
11.Demonstrates professional telephone etiquette; ability to handle high volume of calls.
12.Ability to establish and maintain effective working relationships with staff, providers, members, funding sources and other agencies.
13.Intermediate to advanced computer skills using MS Office products, Word, Excel, Access, etc., importing/exporting data to/from applications.
14.Ability to maintain confidentiality and comply with HIPAA standards.

Education and/or Experience:

High School diploma or equivalent and/or a combination of training and experience equivalent to three years of medical records/clerical experience with progressively increased responsibility, preferably with automated systems. Completion of a related Certification, Associate's, or Bachelor's degree substitutes for the required experience.

Certificates/Licenses/Registrations:

Valid Arizona Driver’s license, insurance and willingness to use personal vehicle.