Medical Records Representative

Summary

The Medical Records Representative reports directly to the Manager of Patient Accounts and is responsible for records management for all practices within the Animal Health Institute. This includes ensuring all medical records comply with the standards established by the Animal Health Institute. The Medical Records Representative will conduct routine audits, validating the accuracy of AHI medical records.

Essential Duties and Responsibilities

• Ensure all medical documents, including lab/imaging/consult reports, phone messages, and other paperwork, are completed and signed by the appropriate providers
• Copy, scan, and/or electronically upload documents for individual patients including but not limited to lab/imaging/consult reports and consent forms into the electronic medical record system
• Download and/or upload digital radiographs and distribute, as necessary
• Print all record packets and send out consent forms for new patients
• Provide excellent customer service by responding to client requests for documentation via photocopy, fax, or email
• Conduct routine audits of scans to ensure documents meet departmental standards
• Request medical records from referring veterinarians
• Submit and respond to all referring veterinarian (rDVM) record requests in a timely manner
• Monitor the AHI email for new records by reviewing reports received from other clinics, identifying patients in an existing EMR or creating new profiles and uploading all incoming records into the EMR
• Collaborate with the IT department on resolving issues related to medical records management
• Train AHI staff on how to process medical records accurately and within departmental standards
• Answer phones, take messages, make, and reschedule appointments on patient’s behalf
• Greet patients, and provide a welcoming environment, assist with resolving any general questions patients may have
• Maintain the office by ordering and stocking office supplies
• Assist with opening and closing the clinic work areas as needed
• Maintain an organized and neat work-area
• Must treat all employees, students, and clients with a high level of respect while providing excellent customer service, following the guidelines of MWU and the Animal Health Institute
• Provide support for other MWU clinics as needed
• Other duties as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. 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.

Other Qualifications

Must be able to demonstrate that customer service is a high priority. Must enjoy fast paced work environment and must have high level of detail and accuracy. Knowledge of business office practices, procedures, and equipment related to medical records required and also produces timely records releases as requested. Knowledge of HIPAA regulations and compliance with regulations as applicable. Must possess ability to scan / index patient records with accuracy. Must possess excellent interpersonal and communication skills.

Education and/or Experience

High School diploma or GED equivalent is required with 2 years of medical record management experience. Or a diploma/certificate from an accredited school of medical record management/medical office assistant program with at least 1 year of healthcare related experience.

Computer Skills

Computer proficiency in MS Office (Word, Excel, Outlook) required.

Physical Demands

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.

Ability to routinely lift 20 lbs.; vision correctable to 20/20 in one eye, hearing correctable to normal, ability to tolerate prolonged sitting; ability to stoop, stand, use of fingers, hands and arms; ability to tolerate repeated routine tasks.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate (examples: business office with computers and printers, light traffic).