Medical Records Secretary

Central Florida Kidney Centers, Inc - Melbourne, FL (30+ days ago)

CFKC is currently looking for a part-time Medical Records Secretary to be based out of our North Melbourne Winter Garden location. This dynamic role is part secretary, part medical assistant which requires exceptional customer service, computer skills, and the ability to multi-task.

About CFKC: Since opening its doors in Orlando in 1972 as one of the first three dialysis units in the state of Florida, Central Florida Kidney Centers (CFKC) has become Central Florida's local not-for-profit dialysis healthcare option. We are committed to providing unrivaled dialysis care to improve the quality of life for those in Central Florida with End Stage Renal Disease. Throughout the past 40+ years or providing quality care, CFKC has expanded from the Orlando area to also include Melbourne and the Space Coast.

As a dialysis provider, CFKC maintains an environment where health care is truly focused on the patient and not the bottom line. Our clinical team each day is engaged and passionate about the work we do and service we provide. We are currently searching for somebody to join us and help promote our vision of "Large Enough to Serve, Small Enough to Care".



Performs general receptionist/secretarial duties for patient care area.
Responsible for maintenance and confidentiality of medical records.
Responsible for supervision of the facility medical record service.
Maintain lab database, produce lab requisitions and secures results. Maintains current Hazmat training for proper packaging of specimens. Uses Universal Precautions when handling body fluids for lab specimens.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Answers phone and handles calls appropriately.
Responsible for trouble shooting and maintaining office equipment.
Responsible for preservation of old records and maintain current records in proper format, keeping charts thinned according to calendar plan and preparation for scanning to secure location.
Responsible for auditing charts for all required information.
Reviews records for accuracy and completion, pursues corrections as needed.

Maintains up-to-date information:
Patients demographic and transportation data on computer database.
Physicians patient list
Other reports as needed
Assists in scheduling patient diagnostic procedures or other medical appointments, and related transportation.
Maintains safe and pleasant work environment, assists as needed during emergencies.
Assumes responsibility for cleanliness, orderliness and organization of assigned area.
Maintains current knowledge and technical skills for computerized work assignments.
Completes data entry in the electronic medical record for patient attendance to dialysis for all shifts, and enters correct option for reason the patient that is not at dialysis.
Assures patient hepatitis B antibody information is on the immunization record and IDCP.
Seeks clinical resumes, discharge summaries, diagnostic reports, consults, etc. from hospital, physician office or consultants. Tracks receipt of requested records. Knows when to request records and initiates record request without reminders.
Prepares new patient chart and clipboard in a timely manner pre admission.
Monitors and maintains proper function of unit's computers and printer. Reports problems to appropriate person.
Screens unit dictation for completion prior to putting in patient record.
Maintains confidentiality of records. Follows HIPAA P&P and adapts to and learns future laws about patient record confidentiality that may arise.
Responsible for preparation of lab requisitions and tubes.
Prepares blood samples for shipping.
Follows Universal Precautions when handling any body fluid to send to the lab.
Maintains Hazmat training through the primary Lab and complies with Hazmat packaging.
Maintains lab computer data base for demographics, insurance, Hepatitis B testing orders.
Provides requested lab results and reports to the interdisciplinary team member requesting report(s) on a routine timely basis.
Understands and can be a resource for staff regarding which lab to use according to primary payer.
Distributes incoming lab results to appropriate person
Participates in CQI process as requested.
Participates in formal group discussions for improvement
Assists Nurse Manager by doing data retrieval for QAPI review
Handles the day to day patient transportation phone calls and coordinates with various transportation companies for dialysis times as needed.
Maintains the patient waiting list for preferred dialysis appointment time
Maintains roster for Primary Patient Teams for the nurses, based on census.

Prepares and collates copies such as manuals, handouts, educational materials, etc.
Prepares charts and clipboards for interdisciplinary meetings.
Creates, thins, and stuffs charts and clipboards.
Attends appropriate in-services and assumes personal responsibility for professional growth.
Maintains lab data base accuracy
Assists nursing with hospital admission phone calls and document copies
Maintains knowledge for NHSN data entry and is the NHSN back-up person for the facility.
Responsible for Crown Web and NHSN data retrieval for the Nurse Manager.
Orients new staff to lab program, facility phone system, location of contact list for external people not in the EMR.
Other duties as assigned.

SUPERVISORY RESPONSIBILTIES: This position has no supervisory responsibilities.

TRAVEL: Minimal travel is required.

Ability to work in a medical atmosphere dealing effectively with the public, both directly and over the telephone.
Recent experience as receptionist/secretary, preferably familiar with office equipment such as calculator, dictation transcription, copy machine, postage machine and computer.
Typing speed of 60 words per minute preferred.
Familiar with medical terminology.

Current Florida driver's license and safe driving record preferred.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
Ability to write routine correspondence.
Ability to speak effectively to visitors, families, patients or other business representatives, either in person or by phone.
Ability to effectively present information in one-on-one and small group situations to other employees.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to calculate proportions and percents.

Ability to apply common sense understanding to carry out detailed and involved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.

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 the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools or controls: reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch or crawl.
The employee must occasionally lift and/or move up to 55 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The work environment 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 the essential functions.

While performing the duties of this job, the employee occasionally works near moving mechanical parts. The employee occasionally is exposed to outside weather conditions and is occasionally exposed to fumes or airborne particles, caustic chemicals, and vibration; and occasional exposure to communicable disease. There is moderate patient contact via phone or in person.
There is frequent direct contact via phone or in person with other employees, physicians and general public.
The noise level in the work environment is usually moderate. The job requires performance in the existence of occasional undesirable working conditions:
Loud and/or confused patients, occasional exposure to communicable disease and stressful situations.
Intermittent exposure to unpleasant warm or cool environment.