Job description

Medical Records Coordinator

Position Purpose: The medical records coordinator processes and organizes medical records in a timely manner and in compliance with regulatory and accrediting agencies, as well as state and federal laws. The medical records coordinator ensures completeness of the record through relentless follow up of missing documents, auditing charts and completing a medical records checklist. Medical records coordinator handles the storage and retention of charts, responds to requests for medical records, copies and maintains medical record tracking log. Required to be a backup to the front office admissions. The teammate will function within the DISC ASC policies and procedures, support DISC values, vision, and mission.

Position Reports to: Business Office Manager

Degree of Supervision Provided to Position:Minimal and according to management guidance, must be self-directed and able to work independently.

Education, Experience, and Licensure:

High school diploma or equivalent; Associate degree or equivalent from a two-year college or technical school preferred; two years’ experience in a medical office, hospital, outpatient surgery center, or related field; Computer experience, Excel, Word, Medical Billing Software and Applications; Working knowledge of Medical Terminology.

Internal Relationships (Works Closely With):

As a representative of DISC Surgery Center at Newport Beach all comments, attitudes, actions, and behaviors have a direct effect on the facility’s image and perceptions of quality service. Interaction with patients, families, physicians, referral sources, affiliating schools, visitors, volunteers, co-workers, supervisors, vendors, etc. must be in a manner that is friendly, supportive, courteous, respectful, cooperative, and professional. This behavior should promote an atmosphere of teamwork, which is congruent with facility standards and guidelines to promote positive relations.

Function Outline:

• .Chart Completion
• All documents, per audit sheet, are in the chart.
• All documents have signature, date, and time, as necessary.
• All facility forms have patient label. Labels do not go on forms obtained from outside sources.
• Operative reports are completed and signed.
• Pathology reports are logged and signed.
• Carry out steps to bring non-compliant records to compliance. i.e. secure signature from nurse, anesthesiologist, or surgeon.
• Electric and stamp signatures are in compliance with accrediting agency. Update documents in surgical charts every day and ensure they are locked up during non-business hours.
• Operative Report:. Receive operative notes from transcription and review for completeness and accuracy. i.e. Is patient name spelled correctly?
• Log op notes. Request outstanding op notes from physicians, following facility protocols.
• Send operative notes to surgeons, PA and NPs.
• Give copies of op note to biller and/or coding department, as needed.

Medical Record Request

• Log all requests from outside sources (patients, attorneys, insurance companies).
• Ensure requests have appropriate patient signature/approval.
• Review verbiage for prohibitive items: (HIV, alcohol treatment)/
• Request records from storage, as needed.
• Record checks received for medical record copying fees are photocopied and attached to the request. Original checks will go to the AP department.
• Send invoices to requesting party if a copy fee is not received. Keeps a log of these transactions.
• . File completed medical records requests in patient chart and log for disclosure tracking purposes.
• Filing File or scan completed charts daily.
• Maintain efficient and orderly filing system for both completed and incomplete records.
• Periodically purge outdated records and prepare for scanning.
• Record Storage and Retention:
• Medical records will be retained per state guidelines, at a minimum of 10 years. Maintain log of charts received and returned to storage.
• Learn patient admission and registration duties to perform as backup on busy days and vacations.
• Perform other duties as required

Job Type: Full-time

Pay: $21.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Medical records: 2 years (Preferred)

Work Location: In person

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