Description:
JOB SUMMARY: Coordinates and processes all requests for medical records ensuring the patients’ confidentiality. Information is processed in a timely and accurate manner according to the SDMG policies and Federal and State regulatory requirements. Performs other related duties as designated by the HIM Manager and/or HIS Supervisor.
DUTIES & RESPONSIBILITIES:
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Receives authorizations for releases of medical information from physicians, hospitals, patients, etc. Accurately assesses validity, and legality of authorizations and requests for information.
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Provides coverage for the Disability Coordinator as needed. Assists with processing requests received from insurance companies, lawyers, NYS Disability, NYS Compensation, etc. as needed.
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Helps process subpoena requests. Copies records for subpoenas. Ensures there is a valid authorization signed by the patient accompanied with the subpoena. Works with the Administrative Assistants to ensure proper payment is received for all subpoenas.
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Marks record as “legal record” in EMR and makes 2 paper copies of the legal chart for Administration (one for our files and one for the attorney).
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Contacts patients to receive the proper authorizations whenever necessary.
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Adheres to all New York State and Federal regulatory guidelines, including HIPAA, to process release of information requests.
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Maintains level of productivity as established for the department.
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Maintains proper turn-around time on all release of information requests. Federal HIPAA rules allow 30 days to process a request; however, whenever possible try to stay within the New York State guidelines which is 10 days to process a request.
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Upon identification, immediately informs the HIM Manager and/or HIS Supervisor of any issues.
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Assists with the training needs of the department.
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Records all requests for records in the appropriate work queue for tracking purposes.
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Monitors work queues for all staff to ensure timely processing of requests and communicates with HIM Manager any issues or concerns.
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Copies all pertinent information that is requested. Reviews patient names and medical record numbers to ensure that all information is for the designated patient.
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Assists patients with questions pertaining to the RHIO (Regional Health Information Organization) and/or Patient Portal.
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Assists with insurance auditing reviews (example, HEDIS and Risk Adjustment)
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Retrieves money bag when taking in checks, run daily reports, and follows cash out policy and procedure with the Business Office.
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Maintains professional conduct and customer service focus.
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Copies the authorization and sends a copy with the copies of the medical record.
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Attaches all appropriate confidentiality cover letters with the copies of the medical records that are being sent.
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Answers phone requests regarding medical record correspondence, etc. Logs in each phone request within the ROI module.
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Works overtime when necessary.
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Provides coverage for the Medical Records Scanning department as needed.
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Assists in other duties as designated by the HIM Manager and/or HIS Supervisor.
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Adheres to the policies and procedures of SDMG.
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Upholds the confidentiality policies of the Health Information Management Department and SDMG.
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Attends all required in-service programs and employee informational meetings.
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Practices time management, keeping authorized break periods within accepted policy. Complies with established Slocum-Dickson Medical Group attendance policy.
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Provides proper notification for absences and scheduled time off in accordance with Slocum-Dickson Medical Group policy.
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Complies with Slocum-Dickson Medical Group policies and procedures pertaining to Incident Reporting and promptly notifies HIM Manager of all incidents.
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Knowledgeable of individual responsibilities and duties pertaining to Slocum-Dickson Medical Group safety/emergency preparedness including emergency codes.
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Demonstrates knowledge of proper body mechanics to be used in the work setting.
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May be exposed to hazardous drugs.
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Will attend OSHA training upon hire and annually thereafter.
Requirements:
RELATIONSHIP WITH OTHERS: Frequent contact with internal and external customers including, but not limited to, physicians, patients and employees. Must be able to work well with co-workers and maintain a professional conduct and a high level of customer service with those persons in which contact is made, either in person or over the phone.
EDUCATION/EXPERIENCE/KNOWLEDGE:
REQUIRED:
- High School Diploma or GED.
- At least one year experience working in healthcare or legal setting.
PREFERRED:
- Graduate of approved school of Health Information Technology.
- A Registered Health Information Technician (RHIT) or previous correspondence experience.
