What are the responsibilities and job description for the Medical Records Specialist position at Bradford Health Services?
Title: Medical Records Specialist
Responsibilities
CUSTOMER SERVICE
Responsibilities
- Be dependable. Show up on time and leave on time.
- Follow and maintain COR policy and procedure.
- Adhere to the core values at all times. CORE VALUES: Integrity, Respect for the Individual, Teamwork, Innovation and continuous Improvement, Honest communication, leadership and Flexibility.
- Maintain training requirements as defined by Cornerstone Policy, the Joint Commission and TN State Licensure.
- Maintain patient safety at all times. PATIENT CARE
- Maintain accuracy of patient schedules in the EMR (i.e., Sigmund) for the
- Assist with aftercare appointments per established protocols, including facilitating phone calls between patient and other care providers to ensure appointments are made.
- Assist the program in any administrative task as needed (e.g., answering
CUSTOMER SERVICE
- Assist program with any external communications, particularly referral source. Answering phones, linking therapist/ counselor with referral sources, scheduling phone conferences, etc.
- Send updates or other written communications (letters, reports, summaries) to referral sources or other external agents per secure methods (fax/ encrypted email/ etc.) in accordance with Cornerstone procedures and timelines. Create password protected emails when primary point of contact prefers that information be exchanged via email.
- Serve as patient liaison for issues involving insurance, utilization review, and any other financial issues. Complete and follow up on disability/ FMLA paperwork for all patients, where necessary. Receive and handle calls from disability companies regarding updates, etc.
- Act as primary contact for all legal, probationary, active court proceedings, etc. related to active patients at Cornerstone
- Ensure all medical records requests are fulfilled in a timely manner within deadlines provided. Maintain responsibility for Subpoenas, Court Orders, official Investigations, and other professionals regarding medical record inquiries/ requests (including ensuring all requests are logged in a centralized system) being properly submitted. Ensure minimum disclosure rule (be familiar with minimal disclosure rule) is followed on releases. Ensure responses to requests for medical records are in accordance with HIPAA/ Joint Commission/ State/ and Cornerstone policy and procedures, regulations, and standards
- Manage the flow of all ePHI and PHI records going outside of Cornerstone, including but not limited to:
- Admission and discharge letters
- Weekly updates
- Patient charts
- Proofread all external paperwork before being released, as necessary
- File/ organize all paper patient files and external correspondence
- Gather/ obtain medical records from other medical/ behavioral health facilities
- Document all patient correspondence in patient record - manually or through scanning electronic files and tagging to records. Scan ALL necessary documents into the EMR (e.g., patient self-evaluations, etc.)
- Assist clinical teams in performing paper and electronic medical records chart audtts, as necessary. These audits will include reviewing for quantity and quality of entries in the EMR. Audits will ensure, among other things, that the treatment plan is properly initiated and updated; patients are receiving the required number of individual counseling and family sessions; updates are completed on time; referral sources are being contacted according to established protocols; aftercare appointments are being set up; and continuous care phone calls are being made.
- Ensure all appropriate medical records are sent to healthcare facilities, doctors, and other medical providers whom patients are referred to at the time of discharge from Cornerstone
- Support railroad and airline monitoring as needed to assure that EAPs and SAPs receive discharge information in a timely manner
- Perform audits of forms and contacts of all new patient records upon admission
- Responsible for assisting patients with all disability and FMLA claims
- Maintain up-to-date knowledge of confidentiality and data privacy guidelines/ processes governed by Cornerstone/ State/ Federal/ and Joint Commission, including knowledge of the Legal Health Record in accordance with HIPAA and the Privacy Rule (45 CFR 164).
- Ensure all discharged and archived patient files (paper and electronic) are filed in numerical order, as required by governing bodies
- Ensure Cornerstone bills for any and all requests for information that we can legally bill for and document in the log when billed, when payment is
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