Medical Records Specialist

Medical Records Specialists file, locate, log, retrieve, and deliver medical records.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

- Makes and receives calls to/from patients, insurance companies, or other outside sources.

- Provides assistance to staff members by monitoring and answering the Medical Records chat room.

- Processes Medical Records Release requests; to include all documentation, lab results, and imaging studies in response to requests from patients, providers, and carriers. May also include creating CDs of records or sharing records electronically using available software platforms. Faxes reports.

- Processes subpoena and legal requests according to Virginia Law and Virginia Womens Centers HIPAA compliant guidelines. Charges HIPAA compliant fee and prints receipt.

- Monitors Keona application and responds in a timely manner to the assigned encounters.

- Requests charts from storage and manages their return.

- Monitors the Athena inbox fax buckets; manages and/or disburses documents, processes Secure Messages, etc.

- Indexes electronic and paper documents.

- Prioritizes duties according to the most pressing situation, emergencies, patient requests, etc.

- Sorts and distributes mail; packs and unloads interoffice mailbags and disperses interoffice mail to appropriate VWC offices.

- Fills in for other staff members as needed.

- Performs related work as required.

- Attends required meetings.

- Complies with Virginia Womens Centers policies and procedures. Follows guidelines required by HIPAA, OSHA, and Red Flags regulations. Maintains appropriate attendance and punctuality as defined by Virginia Womens Center.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Experience and/or Licensure

High school diploma or general education degree (GED).

One-year related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills & Abilities

Knowledge of English grammar and spelling.

Knowledge of organizational policies, regulations, and procedures.

Knowledge of electronic medical record system.

Skill in using computers, including comfort with data entry and windows-based programs.

Skill in maintaining departmental quality assurance and quality control standards.

Ability to sort and file materials correctly by alphabetic or numeric systems.

Ability to read, understand, and follow both oral and written instruction.

Ability to perform mathematical calculations.

Ability to maintain strictest patient confidentiality.

Ability to communicate with patients, and to ascertain patient information in a pleasant and helpful manner.

Accuracy in computer data entry.

Accuracy and efficiency in recording telephone messages.

Accuracy and efficiency in delivering, filing, locating, and retrieving charts.

Physical Demands

Work may require some hand dexterity for office machine operation, frequent stooping and bending, occasional lifting up to 50 pounds to waist height. Manual dexterity for using a calculator and computer keyboard.

Work Environment

Work is performed in an office environment with potential for hybrid/remote work options at the discretion of management. Involves contact with staff members and patients. Contact may involve dealing with angry or upset individuals. Involves accessing all areas of the office. Work may be repetitious at times.

Qualifications

Benefits & Rewards

- A service-centered culture reflecting a strong work-ethic and caring, compassionate team members

- Competitive compensation and growth opportunities

- Health, dental, and vision insurance

- Health savings accounts (HSA) and flex spending accounts (FSA)

- 401k plan with employer contributions and match

- Paid time off and paid holidays

- Life insurance both employer-paid and voluntary

- Critical illness and accident insurance

- Annual employer contribution toward uniforms/scrubs

- Employer paid long-term disability benefits and comprehensive employee assistance program

- A variety of discount programs offered to employees

- Employee referral bonus and peer recognition programs

- Company-sponsored FUN events and community volunteer opportunities

Virginia Women's Center is a full-service women's health care practice specializing in gynecology, obstetrics, urogynecology, weight and wellness, high-risk obstetrics, obstetrical genetic counseling, breast health/mammography, bone and mental health services, ultrasound, and surgeries and procedures.

Living Our Values

We put patients first.

- Every single interaction matters

- Communicate with compassion

We embrace change.

- Adapt to the fast pace of women's healthcare

- Seek new perspectives and information

We play as a team.

- Together, we make a difference

- Believe the best in each other

We work to be better.

- Challenges are opportunities to be better

- Contribute to our shared purpose

If you have a disability under the Americans with Disabilities Act or a similar law and you wish to discuss potential accommodations related to applying for employment at Virginia Women's Center, please contact our HR Department at (804) 288-4084.

We are an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, pregnancy, national origin, age, disability, genetic information, marital status, ancestry, military or veteran status, or any other characteristic or status protected by law. We do not tolerate discrimination or harassment in the workplace.