Position Hours - Monday-Friday 7:00am-3:30pm
Position Overview
The Medical Records Coordinator is responsible for the maintenance of patient medical records. This position also answers, screens and directs phone calls, takes messages and provides information to callers, as necessary. As a front-line member of the Hospice of Humboldt team, the Medical Records Coordinator is responsible for providing excellent customer service in daily interactions.
Essential Duties and Responsibilities
- Maintains accuracy of database information for each patient and referral.
- Compares the original hard copy of the patient discharge summary information with the information entered within Allscripts by the Billing & Payroll Coordinator. Enters in data, close out medications and projected visits, then faxes.
- Mails and/or faxes medical documents to attending physicians for signatures and files the documents, when returned. Tracks the documents to ensure timeliness of signatures and their return.
- Retrieves messages daily from voicemail regarding new patients and discharges.
- Faxes CTI to referring physician.
- Prints out orders, mail SNF and RCFE orders weekly.
- Ensures accuracy and completeness of all medical records, and compliance with all appropriate regulations and standards.
- Analyzes all medical records of newly admitted patients for accuracy and completeness.
- Notifies clinical staff when documents/forms are required for signatures.
- Audits all sections of open patient charts for completeness in accordance with HOH policies as well as state and federal regulations.
- Maintains and orders forms used in patient medical records.
- Responds to inquiries from physicians, staff, and outside agencies and/or individuals requesting medical records.
- Puts together charts.
- Boxes up older closed charts and transports to storage area.
- Files medical record papers in charts when needed.
- Performs receptionist and switchboard operator duties.
- Answers telephone, screens and directs calls. Takes messages and refers to others as necessary. Provides information to callers.
- Greets visitors to the agency and answers their questions or refers them to other staff members
- Provides general clerical/administrative support to the agency.
- Maintains accurate records for Hospice mailing list, memorials, donations and bank deposits.
- Opens and distributes mail.
- Keeps an inventory of office supplies. Places orders for items needed in a timely manner.
- Inputs volunteer and Board of Directors’ time within Allscripts.
Compliance and Reporting Responsibilities
The Medical Records Coordinator plays an important role in the agency’s compliance with state and federal regulations. He or she must understand and comply with all Hospice of Humboldt Policies and Procedures. Essential duties include but are not limited to
- Recognizing and reporting any potential misconduct or violation of Hospice of Humboldt’s policies, compliance standards, and federal or state laws and regulations pursuant to All Staff Policy 3.2 Incident Reporting.
- Understanding and complying with all of the provisions of Compliance Policy 5.2 Compliance Plan and the Code of Conduct in that Plan.
- Understanding and complying Human Resources Policy 9.10 Standards of Conduct.
- Understanding and complying with all Health Insurance Portability and Accountability Act (HIPAA) requirements, in accordance with the Human Resources Policy 9.9 Confidentiality and Information Systems Policy 10.5 Electronic Security and Medical Records Policies 11.3 Confidentiality, Storage and Disposal of Medical Records and 11.4 Access to Medical Records.
Environmental Conditions and Physical Requirements
The position of Medical Records Coordinator routinely requires:
- Regularly sitting, standing, walking, talking, use of hands, listening, and observing.
- Regularly working at a computer station for 2-4 hours at a time.
- Regularly using the telephone.
- Occasionally reaching, stooping, bending, kneeling, and lifting items weighing 25 pounds or less.
