Clinics-Medical Records Techinican- FT/DAYS

JOB SUMMARY:    Performs a variety of clerical duties relating to completion of patient’s medical record.  Responsible for initiation and completion of provider referrals.  Provides clerical support for patients and providers in the areas of disability paperwork and screening program completions.  Performs other duties as assigned.

PERFORMANCE DIMENSIONS AND TASKS

Essential Function

Medical Records
1.    Medical record assembly:
a.    Ensure that patient records and associated loose filing are scanned according to departmental procedures.
b.    Merge patient accounts when duplicate registrations are identified. 
2.    Records are correctly scanned within 24-48 hours from time of receipt. Record analysis:
a.    Analyzes charts for completion.
b.    Prepares deficiency list of incomplete charts.
3.    Files and scans reports in medical record:
a.    Accurately files and scans all reports in patient’s medical record. Files and scans information/reports accurately; on site records can be retrieved within 3 minutes.
b.    Report to back office and medical records supervisor any forms or documents unable to be scanned into EMR due to missing patient identification or incorrect labeling. 
4.    May assist with department special projects and tasks
a.    Assist with research/preparation for special projects and programs.
b.    Willing to assist with department functions; demonstrates initiative and support of co-workers in processing various paperwork certificates, logs and reports.
c.    Assist with the annual medical record purge.
5.    Processes record releases when necessary
a.    Ensure release form is completed properly.
b.    Verify patient's identity by photo identity or signature in chart 
c.    Processes and mails out record releases within 5-7 working days.
6.    Assists with all Correspondence and subpoenas when necessary.
a.    Complies with subpoena and correspondence time frames.
7.    Customer Service Support
a.    Answer calls and check voice messages regularly.
b.    Respond to patient inquiries regarding medical record releases, referrals, authorizations and the status of disability or other forms. 
c.    Check message pool in EMR and follow up in timely fashion.
8.    Worker’s compensation 
a.    Prepare charts for worker’s compensation patients
b.    Obtain authorizations from insurance adjusters for referrals or testing as recommended by doctors (i.e. orthopedic, ophthalmology, braces, etc.)
c.    Schedule appointments with specialists, inform patient of appointment date and time, and arrange translator or transportation if needed
d.    Submit doctors progress reports PR2 or PR3 to insurance as required by CCR Section 9785
e.    Make sure all worker’s compensation encounters are submitted to Clinic Coding department with date of service notes
f.    Answer all calls from insurance companies or employers regarding worker’s compensation issues
g.    Complete and send out disability forms
h.    Schedule referral appointments
i.    Review worker’s compensation charts periodically
j.    Obtain transfer of care authorizations if patient desires
k.    Sends first report, provider’s notes to Billing Department
l.    Answer all worker’s compensation questions from the Billing Department
9.    Referrals/Authorizations
a.    Make appointment with referred physician
b.    Confirm insurance for eligibility and when necessary obtain authorization
c.    Document progress of referral in patient’s medical record.
d.    Contact patient to inform of the appointment
e.    Log in all referral reports into referral data base in the electronic system
f.    Fax all required information to the referred physician’s office
g.    Follow up with referred provider, update referral data base upon completion of patient’s office visit, and message provider upon completion.
h.    Assist with Emergency Department generated referrals for primary care or specialty services.
10.    Performs other job related duties as assigned.
a.    Correctly file and retrieve medical records.
b.    Process incoming and outgoing mail.
c.    Process faxes and messages and distributes to appropriate parties.  
d.    Responds to necessary changes in work schedule; uses work time to department advantage by doing various tasks, such as stocking, ordering supplies or special projects.
e.    Performs other duties within capabilities as assigned by supervisor.