Medical Records Custodian

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position.

• Serves as COVE’s record custodian.
• Processes requests for release of patient records in compliance with HIPAA, HITECH and 42 CFR Part 2.
• Addresses, logs, and processes subpoenas and court orders for patient records and employee appearances.
• Coordinates communication with attorneys on requests for records and employee appearances.
• Prepares and processes billing for record requests.
• Represents COVE in court as the record custodian.
• Consults with Chief Administrative Officer and COVE attorney when issues arise regarding validity of requests for records, subpoenas, or court orders.
• Retrieves paper records not currently available in the electronic health record for physicians and employees.
• Conducts the new employee orientation on HIPAA/42 CFR Part 2/HITECH rules.
• Creates and maintains the new employee orientation and annual employee trainings on HIPAA/42 CFR part 2/HITECH rules.
• Acts as a resource for employees on questions regarding confidentiality of patient records, HIPAA, and 42 CFR Part 2.
• Supervises the scanning of discharged patient records in Alchemy database and EHR.
• Verifies scanned/electronic records for accuracy prior to the destruction of paper record.
• Maintains tracking and documentation regarding destruction of records and requests for records (including numbers, timeliness of processing requests, subpoenas & court orders, etc.).
• Assists in pulling stored records for audits and evaluations.
• Handles requests for revocation of records and amendments to records.
• Reviews and makes recommendations for revisions to Health Information Management Department policies and procedures annually and as needed.
• Supervises the Data Imaging Clerk including training, disciplining, scheduling, directing, and evaluating performance.
• Completes all other duties as assigned by Chief Administrative Officer.

Supervisory Responsibilities: 1-5 people.

Required Skills:

Good attention to details. Ability to communicate effectively with a variety of individuals while maintaining confidentiality of patient information. Ability to multi-task and adapt to various interruptions by customers. Flexibility to adapt processes to changing healthcare environment and regulations. Computer proficiency including MS Office (Word, Excel, and Outlook) and data bases. Knowledge of HIPAA, HITECH, and 42 CFR Part 2.

Education and Experience:

• Undergraduate degree with minimum of 2 years of experience in a similar role.
• Prefer RHIT or RHIA certification

Job Type: Full-time (Non-Exempt)

Pay: $18 per hour.

Benefits: • 403(b) with company match • Medical, Dental and Vision Eligibility 1st of month after 30 days • Employer Paid Short Term Disability • Paid time off • Pet insurance

Schedule: • 40-hour week / Normal Business Hours

Cove Behavioral Health is a nonprofit organization with over 48 years of providing behavioral health treatment services to the greater Tampa Bay area. COVE will offer you opportunities that you wouldn’t have with other organizations, once you become one of our team mates. Cove Behavioral Health is a HRSA approved site and you may be eligible to apply for Public Service Loan Forgiveness. We also offer free Clinical Supervision, Tuition Reimbursement, CEU’s, and many other ways to show appreciation to our teammates!

At Cove Behavioral health we value diversity and inclusion. Cove Behavioral Health provides equal employment and advancement opportunities to all individuals, in accordance with Title VII of the 1964 Civil Rights Act. Employment decisions at Cove will be based on merit, qualifications, and abilities. Cove does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any characteristic protected by law. Cove will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. Cove is an Equal Opportunity Employer and a Drug & Tobacco Free Facility.

Experience

• 2 year(s): Related experience

Education

• Bachelors or better