Medical Records Specialist - MOC 470 - Department of Surgery

Brown Medicine
US - Rhode Island - Providence
January 17, 2025

GENERAL SUMMARY:

Functions as a medical records clerk to Brown Surgical Associates with primary accountability to the Practice manager and surgeons. Responsible for certain clerical duties, such as the answering, screening, and forwarding of calls appropriately, processing all medical record correspondence and record release requests, including pulling, filing, and maintaining patient chart and miscellaneous report and paper filing. Works under direct supervision of the office manager and in conjunction with the medical secretaries.

Possess the knowledge and skills to handle multi-line telephone systems, sufficient knowledge to triage and direct medical calls, and understanding of HIPAA rules and guidelines for processing medical releases and maintenance of medical records. Exhibits and understanding of the organization, its programs and procedures related to the operations of the surgical office. Expert handling of patient issues and patient confidentiality are mandatory.

ESSENTIAL FUNCTIONS:

Ability to operate office equipment and systems such as the computer, fax and copier machines, as well as ability to use an Electronic Medical Record system and general computer software and applications (i.e., Microsoft Office and Outlook Email)
Promptly answering all incoming calls on a multi-line telephone system in the medical records office. Verifying patient account in the system and/or creates new accounts and forwarding new patient requests to appropriate clinical secretary, insuring proper tracking and handling of such requests.
Checking all incoming faxes and handling and/or forwarding them appropriately.
Obtaining parking tickets from Brown University Health parking office. Distributing and performing proper tracking of such tickets as well as provide accurate reconciliation of tickets and monies collected and forward to Finance Office.
Triaging calls to the appropriate person and taking clear and concise messages.
Obtaining daily mail. Sorting and distributing to appropriate departments.
Timely and accurate filing of all patient medical records and all other pertinent data (i.e. tests, correspondence, office notes.)
Timely pulling and preparation of patient records and printing of encounter forms and chart labels. Annual purging of records and retrieval of charts as needed.
Assuring the necessary authorization has been obtained for copying and releasing of patients' medical records in accordance of the applicable HIPAA guidelines. Ensures accurate documentation of all releases.
Acknowledging receipt of co-payments from billing staff. Maintaining copay log and ensuring all copays are secured and logged at the end of the day as well as accurate transition for delivery of copays to the Accounting Office.
Handling equipment maintenance requests and general office maintenance needs by contacting landlord and/or vendors as needed.
Ordering general office supplies, including general employee kitchen supplies, and insures reconciliation of delivery and packing slips to the Accounting Office.
Responsible for any other duties that may be assigned. Will assume other duties in the absence of coworkers as directed by the manager.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

High school diploma.
Minimum of two years' experience in a medical office setting with direct experience handling medical records and medical correspondence.
Knowledge of medical terminology and HIPAA rules and guidelines.
Ability to represent the organization and serve consumers in a professional manner and promote a positive image of the organization and its services.
Knowledge of computer software, EMR and general office equipment.
Physical requirements may include lifting of boxes upwards of twenty pounds.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees are required to be vaccinated against Covid as a condition of employment, subject to accommodation for medical exemptions. SUPERVISORY RESPONSIBILITY:

None.

EOE/F/M/Vet/Disabled

Read the full job description and apply online on the recuiter's web-site

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