Medical Records Clerk

Purpose: The coordinator works effectively as a member of the office team and supports all departments such as medical, behavioral health, dental, billing and medical records, and all other areas to support the mission of the organization. This coordinator routinely communicates with outside referral and community agencies through medical record transfers. Works under the supervision of the Nursing Supervisor.

Job Duties:

• Provide efficient and professional telephone services, transfer calls according to established protocols
• Educates the patient as to the date and time of this visit for referral services.
• Performs clerical functions for provider within the sphere of responsibility.
• Assure the readiness of the work area for each working day, open the building at the designated time and have all designated work activities fully operational at the start of business hours
• Respect and maintain privacy and dignity of agency patients, ensure patients/TCC guests confidentially at all times
• Schedule, register and data enter pertinent patient information thoroughly and in accordance with policies and procedures
• Strictly follows the referral process for all patient referrals.
• Maintains and builds on the general information and knowledge of available resources for patients within the community
• Creates new medical records and retrieves existing medical records by gathering appropriate record folders and contents; assigning and recording new record numbers; verifying existing record numbers; inputting and recording locations to computer; delivering records.
• Initiates the medical record by creating and processing the patient care record folder.
• Corrects and communicates patient records problems according to established procedures
• Retrieves medical records by following chart-out procedures; documenting reasons chart cannot be retrieved.
• Maintains record availability by processing charts into the department; using chart mark-off procedures; facilitating chart location activities.
• Keeps health care providers informed by communicating availability or unavailability of the record.
• Maintains continuity of work operations by documenting and communicating actions, irregularities, and continuing needs.
• Maintain working relations and cooperatively with staff and public- Contact patients/specialist with referral or med information per clinical staff instruction
• Recognize and maintain confidentiality of work materials as appropriate
• Works independently in the absence of supervision;
• Displays sensitivity to needs of patients, families and co-workers in a non-judgmental fashion.
• Treats others with consideration, courtesy and respect.
• Participates in the maintenance of a clean and safe environment.
• Remains calm and continues to work effectively in stressful situations.
• Must plan one's own work such that it is accomplished in the allocated time.
• Adheres to the Smoke Free Environment policy.
• Performs other duties as assigned

Education/Skills/Qualifications:

• High School diploma or equivalent, Associates Degree from an accredited school is preferred
• Must have computer knowledge, Microsoft Excel and Word
• Excellent interpersonal and communication skills
• One year of work experience in an organization performing duties
• Bilingual in Spanish helpful
• Correct English usage, grammar, and spelling
• Basic math skills
• Operate office equipment.
• Ability to learn office methods, rules and policies
• Ability to interact effectively and in a supportive manner with persons of all backgrounds
• Understand and carry out verbal and written instructions
• Maintain confidentiality and comply with Health Insurance Portability and Accountability Act(HIPAA)
• Ability to use sound judgment and independent thinking
• Ability to establish and maintain positive and effective work relationships with co-workers, patients, providers, vendors, and community
• Valid driver's license

The Chautauqua Center is an Equal Employment Opportunity employer and does not discriminate in employment opportunities or practices on the basis of race, creed, color, religion, sex, national origin, nationality, ancestry, age, disability or status as a disabled veteran or veteran of the Vietnam era, pregnancy, affectional or sexual orientation, gender identity or expression, marital status, status with regard to public assistance, veteran status, citizenship or membership in any other legally protected class.