About this role
DEFINITION:
This is a non-clinical administrative position that involves responsibility for all consumer charts and release of information requests. Duties include reviewing requests for release, preparing records for release, scanning clinical charts, assisting staff to fill out release forms, training related to confidentiality and records, and other administrative duties related to the clinical records department and areas overseen by the Manager of Safety, Risk, & Compliance.
SUPERVISION .
Position is supervised by Manager of Safety, Risk, & Compliance
DUTIES AND RESPONSIBILITIES:
- Receives and reviews requests for the release of consumer records.
- Verifies validity of request, ensuring appropriateness and compliance with local, state and federal laws as well as NorthCare policies and procedures.
- Upon verification of the appropriateness of the requests for records, prepares and distributes copies of requested documents.
- Timely mails or faxes forms requested from other providers to forwarded to Agency. Approves release of information and forwards to be scanned into the record to allow reference by staff.
- Appropriately and timely interacts with, and prepares and distributes correspondence to people served, other behavior health facilities. attorneys, etc. Works with these entities to correctly complete requests.
- Locates and retrieves consumer chart information for clinical and administrative staff as needed and authorized.
- Uses scanning equipment and document imaging software to accurately scan paper documentation and works with the Scanning Technician to appropriately catalog scanned images according to established procedures and guidelines.
- Maintains paper documents after scanned until prescribed destruction date as specified by Agency guidelines.
- Coordinates with contracted company the destruction of confidential documents placed in the shred bins.
- Responsible for staying knowledgeable about and adhering to HIPAA regulations, 42 CFR Part 2 as well as other state, federal and Agency regulations related to confidentiality of consumer health information.
- Responsible for ensuring all clinical records work product is of the highest quality.
- Completes various clerical and technical projects. Assists other departmental staff as requested. Responsible for notifying supervisor of any training deficiencies that impair the staffs ability to perform his/her duties.
- Assists with training new hires and staff on matters related to confidentiality and properly completing forms related to clinical records.
- Maintains consistent work attendance and contacts supervisor on a timely basis for needed late arrivals or absences.
- Checks Agency Email and Voice Messages daily and responds timely,
- Communicates regularly with Scanning Technician regarding timely processing of records.
- Performs other duties as required and/or assigned by supervisor and/or executive staff.
Qualifications
Position requires a high school diploma or equivalent; preference given to RHIT or RHIA credentialed candidates. Must possess intermediate general computer knowledge, including six months prior experience in the use of Windows-based applications such as Microsoft Word, Excel and Outlook.
Excellent interpersonal skills and the ability to work cooperatively with various levels of staff required. Must demonstrate the ability to effectively communicate both verbally and in writing in the English language. Must be able to organize and manage large volumes of paper and have excellent organizational skills. Must be able to work for extended periods at a computer station. Must be able to bend, stoop, move about facilities freely, have upward and downward mobility for filing, climb stairs, lift 25 lbs. and have finger dexterity.
Must complete all NorthCare required training within 30 days of employment with NorthCare. Must have TB test within 12 months prior to employment with NorthCare or obtain within 30 days of employment with NorthCare.
NorthCare employee i s responsibility for adhering to any and all l aws, professional standards and eth i cal codes that apply to his/her job responsibilities.