Job description

WILLAMETTE UROLOGY, PC
MEDICAL RECORDS

JOB TITLE: Medical Records

GENERAL SUMMARY OF DUTIES: Responsible for managing medical information requests by outside parties or agencies. Files, locates, logs, retrieves and delivers medical records and clinical information as assigned. Provides a variety of clerical/filing duties.

SUPERVISION RECEIVED: Reports to Scheduling/Medical Records Supervisor

SUPERVISION EXERCISED: None

TYPICAL PHYSICAL DEMANDS: Work may require sitting for long periods of time, or continuous getting up and down from sitting position or may require long periods of standing and stooping; bending and stretching for files and supplies. Occasionally lifting files or paper weighing up to forty (40) pounds. Requires manual dexterity sufficient to operate a keyboard, operate a calculator, telephone, dictation recorder and such other office equipment as necessary.
Vision must be correctable to 20/20 and hearing must be in or correctable to the normal range for telephone contacts. It is necessary to view and type on computer screens for long periods and to work under stressful or emergency situations with high concentration and energy level. Must be able to speak, hear, read and write the English language. Must have the mental capacity to work in an organized, independent manner, and be able to make good judgment decisions. Must demonstrate a professional and courteous disposition and an ability to communicate well. Must have a neat, clean and friendly appearance.

TYPICAL WORKING CONDITIONS: Work is performed in an office environment with occasional off site courier responsibilities. Involves frequent telephone contact with staff, physicians and public. Interaction with others is constant with many interruptions. Contact with sick or injured people.

EXAMPLES OF DUTIES: (This list may not include all the duties assigned.)

• Monitor and report on medical information requests following established medical record procedures. Review and process requests for medical records information.
• Locate, print or copy dictation and mail as needed.
• Work with RN/MA and other staff in coordinating medical release of information requests.
• Retrieve and process incoming faxes. Scan, file and electronically send dictation, lab results and reports to treating physician.
• Send out-going faxes as designated and scan/electronically file completed faxes.
• Maintain a current and accurate record request file for release of medical information as per HIPAA guidelines.

Copy, print, create CD or electronically send all medical records and forward the copies as directed.

• Track and notify physician of missing dictation.
• Receive, print, route, file in the EMR and mail/fax all dictation according to procedure.
• Send dictation to referring physicians.
• Record PSA results in the EMR.
• Deliver, transport, sort and file mail and charts/folders according to protocol. Pick up physician out box.
• Scan and file paperwork into the EMR.
• Check fax status and unassigned lab or documents in EMR daily.
• File and/or deliver reports, dictation, imaging and correspondence according to protocol.
• Continually check for misfiled papers within the EMR. Refile paperwork into the correct chart.
• Organize and scan charts according to protocol. Destroy scanned chart according to protocol.
• Purge obsolete records, file in storage and destroy outdated records following procedures for retention and destruction.
• Generate patient schedule and create/verify patient folders are prepared for next day’s appointments.
• Maintain work area in a neat and orderly manner.
• Assists other staff members as requested.
• Maintain all medical and patient information in a confidential manner. .
• Regularly review the Privacy and Security Policies and Procedures.

• This position requires access to PHI. Use the minimum necessary policy when accessing PHI.
• Follow office policies and procedures.
• Assist in care and maintenance of office equipment and supplies.
• Attend and participates in meetings, educational activities and programs as required.
• Perform other related work as required.

PERFORMANCE REQUIREMENTS: KNOWLEDGE, SKILLS & ABILITIES

• Ability to file and maintain patient records, files, reports and other correspondence in both a paper and electronic chart.
• Ability to establish and maintain effective working relationships with patients, physicians, employees and the public.
• Ability to maintain confidentiality of sensitive information.
• Ability to handle stressful situations.
• Ability to sort, read, understand and follow oral and written instruction.
• Knowledge of electronic medical office/record software and procedures.
• Knowledge of multi-line phone and communication procedures and systems.
• Knowledge of common safety hazards and precautions to establish a safe work environment (OSHA).
• Knowledge of Privacy and Security Policies and Procedures (HIPAA) and how to handle Protected Health

Information (PHI).

• Skill in operating a computer, computer software, photocopy, dictaphone and postal machines.
• Skill in English grammar, spelling and punctuation to type simple correspondence.

EDUCATION:

1) Graduation from accredited high school or GED.
2) Graduation from business school/college and/or medical courses is helpful.

EXPERIENCE:

1) One year in a medical/clinic setting preferred.
2) Knowledge of medical practice/procedures and terminology is preferred.
3) Word processing and computer experience is preferred.

ALTERNATIVE TO MINIMUM QUALIFICATIONS: Additional appropriate education may be substituted for minimum experience requirement.

HOURS: Between 7:00 am to 5:30 pm, Monday through Friday. These hours are guidelines only and are subject to change by the employer.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

Job Type: Full-time

Pay: $16.50 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• EMR systems: 1 year (Preferred)
• Medical records: 1 year (Preferred)

Work Location: In person

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