Position: Medical Records Assistant

Reports to: Director of Clinical Services

Description: Under the direction of the Director of Clinical Services, the medical record assistant provides medical records support including establishing patient records, data entry, maintenance, support of storage and retrieval, and destruction of records. Duties include general clerical record keeping from data entry, scanning documents and establishing records, to retrieval of records for patients, and compliance with retention policies and guidelines. May also, on an as needed basis, provide receptionist and/or project-based administrative work in Hospice house and to support other general administrative needs.

Responsibilities:

• Complete documentation, data entering and scanning documents, and providing general administrative support for medical records; maintains the EMR up to date so that problems, plans, actions and goals are accurately and clearly stated according to HGI policies, best practice, and regulatory guidelines.
• Provide support for Medical Records Department using the EMR with data entry and scanning technologies.
• Completes mandatory documentation for regulatory compliance.
• Performs chart audits as directed.
• Submits monthly cancer forms to the State of Georgia
• Receives medical record requests, gathers requested documentation from EMR and has CCO or designee review. Once approved, sends medical record requests as directed and enters information in Medical Record Request log. Communicates with medical record requestee as needed.
• Constructs new admission charts and dismantles discharge charts.
• Provide back-up coverage for Unit Coordinators and/or Administrative Manager as needed which includes answering and directing calls and visitors to the facility on occasion.
• Answer telephones and transfer to appropriate staff member
• Meet and greet clients and visitors
• Open, sort, and distribute incoming correspondence, including faxes and mail
• Create and modify documents using Microsoft Office
• Perform general clerical duties to include, but not limited to: photocopying, printing, faxing, scanning, mailing and filing
• File and retrieve organizational documents, records, and reports.
• Set up and coordinate meetings and conferences as requested.
• Support staff in assigned project-based work and special events as requested.
• Maintain confidentiality in all aspects of patient, staff, and agency information.
• Successfully complete the annual in-services.
• Participate in QAPI as required.
• Attends regular meetings as required.
• Displays critical thinking skills for problem solving.
• Participates in emergency planning a required.
• Demonstrates familiarity with HGI policies/procedures and follows state and federal regulatory requirements.

Performs assignments as directed.

Skills:

Proficiency with Microsoft Office applications. Experience with Electronic Medical Records (EMR) software preferred. Good analytical, organizational and problem‐solving skills. Effective communication skills and professional demeanor. Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines. Knowledge of principles and practices of basic office management and organization. Ability to follow oral and written instructions. Ability to work well both independently and with a team.

Minimal Qualifications:

High school or equivalent. Minimum of one (1) year office experience in general office responsibilities and procedures. Medical administrative experience preferred. Familiarity with HIPAA and patient recordkeeping rules and regulations