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Description
Job Description: Medical Records Specialist
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General Statement of Duties: Manage patient data while ensuring files are accurate, organized and compliant with HIPAA regulations. Responds to and fulfills Medical Record Request in a HIPAA compliant and secure manner.
FLSA Status: Non-Exempt
Supervision Received: Â Reports to Front Office Manager
Supervision Exercised: None
Responsibilities
- Maintain and update patient medical records in electronic health record (EHR) systems.
- Ensure accuracy, completeness, and proper documentation of patient information.
- Scan, file, and upload paper records into digital systems.
- Retrieve medical records for healthcare providers upon request.
- Process requests for medical records in compliance with privacy laws (e.g., HIPAA).
- Verify patient information and ensure proper identification before record release.
- Monitor records for deficiencies and follow up with providers to correct them.
- Assist with chart audits and quality assurance activities.
- Works with and communicates with any third party services to complete medical record requests (including but not limited to law offices, payer audits, outside medical offices, ShareCare, etc.).Â
- Access and navigate multiple data systems for a single request ensuring that all patient data is collected.Â
- Coordinate with front desk, billing, and clinical staff as needed.Â
- Maintains strictest patient confidentiality.Â
Environmental/Working Conditions
- Normal office environment
Physical/Mental Demands
- Requires sitting and standing associated with a normal office environment. Some bending and stretching required. Manual dexterity using a calculator and computer equipment.
Compliance/Knowledge Requirements
- Knowledge and implementation of HIPAA Guidelines.Â
- Knowledge of medical terminology.Â
- Support accreditation and regulatory requirements.
- Computer knowledge, including Windows based programs.Â
- Ability to maintain patient confidentiality.Â
- Ability to communicate with upset and frustrated patients while consistently providing excellent customer service. Demonstrate empathy, concern, good listening skills, and compassion for all patients.Â
- Understand and uphold LOS’ code of conduct and culture.Â
- LOS employee manual must be read and acknowledgement receipt signed.Â
- OSHA Requirements and training to include: *Safety Training.
Requirements
Qualifications and Requirements
- High school diploma or equivalent (Degree in Health Information Management preferred)
- Previous experience in a medical office or records role preferred
- Familiarity with EHR systems (e.g., Epic, Cerner, MedEvolve, etc.)
- Basic knowledge of medical terminology
- Understanding of healthcare privacy regulations (HIPAA)
- Strong attention to detail and organizational skills
- Basic computer and data entry skills
- Must be able to communicate effectively with physicians, patients and the public as well as be capable of establishing good working relationships with both internal and external customers.Â
- Skills in customer service
- Skills in communicating effectively with providers, clinical staff and the public.Â
- Skill in establishing good working relationships with both internal and external customers.
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