Under direct and indirect supervision, the Patient Records Specialist will compile, process, maintain and report records of clinic patients for the Practice, other medical, and dental personnel, and other qualified interested parties while always maintaining the highest security, privacy, ethical, legal, and regulatory requirements of the health care system.
Essential Functions:
● Answers phone per the 5-star system:
- Accurately identifies type of caller and forwards to appropriate personnel as needed.
- Can handle the flow of the call, answers caller’s questions, does not provide barriers.
- Answers phone with a smile, is upbeat and responsive to caller’s needs.
● Obtains and retains phone certification.
● Schedules new patient appointments allotting for appropriate time.
● Accurately records any pertinent communication in their chart, updates doctors as needed.
● Monitors emails from patients and answering service for confirmation and messages.
● Protect the security of records to ensure that confidentiality is maintained.
● Release information to persons and agencies according to regulations.
● Review records for completeness, accuracy, and compliance with regulations and office procedures.
● Plan, develop, maintain, and operate a variety of health record indexes and storage and retrieval systems to collect, classify, store, and analyze information.
● Compile and maintain patients’ medical records to document conditions and treatments, and to provide data for research or cost control and care improvement efforts.
● Learn to operate new office technologies as they are developed and implemented.
● Must always represent the practice in a professional, pleasant, and cooperative manner.
● Must maintain regular, consistent, and punctual attendance in accordance with assigned schedule and time off policies.
● Must be able to comfortably and efficiently handle multiple deadlines and task assignments.
● Must be able to work both independently and cooperatively in team settings.
● Occasionally there may be some travel, by car or plane, required in order to participate in continuing education or seminars.
● Other duties and tasks, as assigned periodically.
● Be active in the overall growth of the practice.
● Be present and active at all team meetings.
● Perform opening and closing duties per office protocol.
● Ensure desk area is clean and uncluttered.