Med Records Assoc

The Medical Records Associate maintains the Medical Records System and serves as a resource for retrieving and filing Medical Records. Responsible for the daily filing of medical documentation in the appropriate patient records. Also responsible for the processing of discharges for the agency.

I. Major Responsibilities:
1. Controls and manages release and return of Medical Records according to written procedure, law, and regulation
2. Prints completed, or partial medical record as assigned, requested, and determined to be allowable to established laws, regulations, and agency guidelines.
3. Accesses, as needed and upon appropriate request, Patient Health Information through computer system. 

4. Manages admissions and discharge documentation, ensuring accurate caseload and census information
a. Maintain daily tracking of admissions and discharges to facilitate tracking of timeliness and prevent loss
b. Maintains a daily admission log
c. Works the “No Visit Activity Report” to keep caseload reports accurate
d. Runs and prints discharge reports daily
e. Audits agency discharges for completeness
f. Data enters the discharge information
g. Trouble shoots with clinicians all incomplete discharges
h. Researches and resolves any outstanding discharge report or issues
i. Files all Medical Documentation according to guidelines
j. Completes medical record purge semi-annually
k. Completes assigned work activities with a high degree of accuracy in a timely manner.

5. Manages MD orders to maintain clinical record integrity
a. Researches and resolves any outstanding MD order report or issues.
b. Follows up on old orders not received and problems with orders
c. Mails and follow up on primary care forms to MDs for MassHealth patients
d. Makes weekly site visits to MD offices to drop off and pick up paperwork
e. Runs weekly reports of outstanding 485’s and 110’s for MD Order coordinators and maintains weekly STATS.

6. Manages signature control form
7. Responsible for obtaining Face to Face forms from physicians as needed
8. Follows up with managers of clinicians not responding timely to requests for clarification, missing, or supplemental documentation
9. Performs miscellaneous word processing activities
10. Performs other duties as assigned and complies with all policies and procedures of the Agency and other regulators
11. Attends departmental and committee meetings
12. Participates in activities that enhance self-competence and the agency’s performance improvement program.

Standard Staffing Level Responsibilities:
1. Complies with established departmental policies, procedures and objectives.
2. Attends variety of meetings, conferences, seminars as required or directed.
3. Demonstrates use of Quality Improvement in daily operations.
4. Complies with all health and safety regulations and requirements.
5. Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
6. Maintains, regular, reliable, and predictable attendance.
7. Performs other similar and related duties as required or directed.

All responsibilities are essential job functions.

II. Position Qualifications:

License/Certification/Education:
Required:
1. High School Diploma 

Preferred:
1. Additional office-based training

Experience/Skills:
Required:
1. General understanding of medical terminology.
2. Familiar with medical record format and systems.  
3. Ability to interact and collaborate with all levels of customers and or agency staff.
4. General knowledge in customer service 
5. Ability to develop, maintain tracking systems and generate reports
6. Ability to think critically.
7. Attention to detail and efficiency.
8. Ability to organize, prioritize, and coordinate multiple activities and tasks while maintaining strict deadlines.  
9. Strong written and verbal communication skills.
10. Ability to work independently and as a team member.
11. Proficient with computer programs and applications, including, but not limited to: Internet Explorer, Microsoft Office programs, Access, as required.  
12. 1-3 years in an office setting, preferably medical office related setting.