Production Specialist (Office Assistant)

Lexitas is a legal support company that offers an array of services including court reporting, medical record retrieval, registered agent services and legal talent outsourcing. Our Records Retrieval Division with an office located in Laguna Hills, California is currently looking for a Production Specialist (Office Assistant). 

SUMMARY: 

The Production Specialist (Office Assistant) is responsible for preparing medical billing and other business records for use in civil litigation.   This process includes, but is not limited to quality control, electronic document processing, organization and tabbing of hospital records, scanning and archiving records, printing and binding records.

Essential Functions:  

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain the company database by confirming client profile information, patient demographics, order scopes, required authorizations, tracking steps, and notes     entry.
• Use the database and other tools to oversee assigned workload and backlog. 
• Extract record files from media (CD, DVD, USB, hard-drive, etc.) and archiving.
• Provide clients with records, via secure delivery, printing and shipping hard copies, and/or scanning and publishing digital records to online repository.
• Verify records against patient information, client requirements, record type, and dates of service.
• Provide the billing department with complete information to bill clients with minimal errors.
• Produce records according to client preference, via scanning, bates labeling, tabbing, bookmarking and applying OCR.
• Process and manipulate PDF documents through Adobe Acrobat, via rearranging of pages, editing, extracting, inserting, masking, bates stamping, printing, etc.
• Verify and perform quality control of all records, before digital or hard copy distribution.
• Archive record files on company network shared drives and database software.
• May sort and process incoming and outgoing mail.
• Assist supervisor with clean-up and organization of the production area and help with ensuring all production supplies are fully stocked when necessary.
• Safeguards confidentiality of medical records and complies with all local, state, and federal laws pertaining to medical records. Assures compliance with all HIPAA regulations concerning use, retrieval, storage, and sharing of medical records.
• Assist in training or cross-training employees.
• Any other duties of a similar or lesser nature as required. 

COMPETENCIES, SKILLS AND ABILITIES

• Must be a positive team player and be able to communicate with team members.
• Strong attention to details, efficient and highly organized.
• Ability to multi-task.
• General computer skills (Outlook, Word, Adobe Acrobat, Internet Explorer, Windows).
• Flexible schedule and available to work occasional overtime as required.
• Ability to work with deadlines and work well under pressure.
• Works collaboratively with all members of management to resolve departmental and organizational challenges expeditiously, economically, professionally and with minimum disruption to the practice.
• Accepts direction well.
• Excellent attendance and punctuality.
• Constantly strives to achieve excellence in day-to-day operations of respective department.
• Familiarity with subpoenas, written depositions and affidavits a plus.
• Constantly strives to achieve excellence in day-to-day operations of respective department.
• Understanding of record tabbing, organization, and charts a plus.

EDUCATION / EXPERIENCE

• High school diploma or equivalent required.
• Adheres to compliance policies.
• Experience working in a multi-function, multi-geography environment preferred.

SUPERVISORY RESPONSIBILITIES:  

The Production Specialist has no supervisory responsibilities.

LANGUAGE SKILLS

Ability to effectively present information and respond to questions from internal and external customers whose first language is English. 

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, type and use mouse; reach with hands and arms; and talk and/or hear. The employee is required to sit for extended periods of time. 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee regularly works in an office environment in a clerical environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

TRAVEL REQUIREMENTS

Little to no travel expected for this position.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to the job at any time with or without notice.

AAP/EEO STATEMENT

Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender expression or identity, sexual orientation or any other legally protected status.

EOE Employer/Vet/Disabled.

If you require reasonable accommodation in the application process, please contact Human Resources at HRDept@lexitaslegal.com for assistance.  All other applications must be submitted online.