Medical Records Assistant

About the job

Job Summary / Basic Function

This position requires a high level of computer literacy that involves medical records and data management. The position works to support the medical treatment team by managing patient information and charts, producing patient related reports, maintains the accuracy of the electronic medical record, coordinates patient referrals, attending clinics, taking vital signs and drawing blood. The position reports directly to the Coordinator of Clinical Operations.

ESSENTIAL DUTIES: Medical Records: • Review medical records for completeness and accuracy and refer incomplete or inaccurate reports to attending provider or nursing staff where appropriate • Apply facility policies, regulations and procedures, and state and local accreditation/certification standards for maintain of medical records • Compose and type routine requests for medical information and send to appropriate providers as directed • Ability to process medical records in response to correspondence requests f representatives of insurance companies and/or other medical or legal entities. • Maintain the medical records through an auditing process to ensure presence and timeliness of all required documents • Archive closed medical records per agency protocol as well as guide work study students in managing closed health records • Assist with data entry and trouble shooting in the electronic medical record • Update insurance in entitlements, demographic information • Prior Authorizations • Filing Quality Management/Quality Improvement: • Assemble data on patients admitted to the group • Participate in Quality Management and Quality Improvement efforts • Prepare daily facility census and discharge analysis-retention and no show rates. Office: • Coordinate/prepare invoices for clinical subcontractors. • Answer phones • Scanning and or faxing confidential records to stakeholders/providers • Order clinical supplies • Mail/fax medical records generated at each visit to the prima1y care provider. • Maintain electronic medical record • Draw blood before the clinical visit • Filing Referrals: • Coordinate/make and track external patient referrals then assimilate referral reports for staff review. Record referral information into the electronic health record • Call PCP to obtain Gateway referral/AmeriHealth Referral (or other insurances as indicated) • Review referrals in electronic medical record. Schedule or follow up ensuring that the patient is aware of appointment, receives a reminder to attend appointment then secure the medical record generated at that appointment. o Call/make appointment referral-review previous places went/who takes insurance and locate of the apt. o Call patient re: appointment made, change time and date as needed o Fax information to the provider-records as requested with the referral o Remind patient closer to the visit with the referral apt o Document appointment information in electronic medical record as service referrals o Call/document if patient went to the referral apt • Forward Gateway (or other HMO insurance that required the PCP to make all referrals) referral to PCP • Call and ask for records of appointments kept Third Party Billing: • This position supports the Medical Service Coordinator with billing activities and provider certifications by updating patient insurance information in the medical record and coordinating that update with medical case managers. • Provide clinical coverage for the Medical Service Coordinator at clinic or in the office. • Update clinic appointment schedule in Medent and revise as necessary Clinical/Patient support: • Clinical appointment reminder calls/texts/emails to clients. • Work with the Coordinator of Clinical services to construct a master clinical schedule and assist with reminder calls to the clinical sites for coming clinical days. • Assist the providers with reminder calls rescheduled clinics • Call clients for changes in clinical schedule/date • Prepare cha1ts and releases for upcoming clinic • Update medical record as indicated before a clinical visit. • Call for lab reports as requested for clinic • Schedule patients for the next clinic appointment • Take vital signs • Draw blood

Required Skills, Knowledge & Abilities

• Knowledge of the laws, regulations, policies, and procedures for accessing, using, and disclosing private, sensitive, legally-privileged, and confidential information. • Knowledge of the medical nomenclature, medical classification systems, and official medical coding requirements necessary for classification and coding of medical records. • Knowledge of medical record-keeping methods and techniques. • Knowledge of standard medical vocabulary and usage, spelling, grammar, and punctuation. • Knowledge of the use and functionality of Microsoft Office Suite software. • Ability to transcribe dictated, recorded, abstracted, and written medical information. • Ability to sort, file, and cross-index electronic and paper medical records. • Ability to communicate effectively orally. • Ability to communicate effectively in writing. • Ability to establish and maintain effective working relationships.

Minimum of Education / TrainingRequired Education Summary

• 1 year of clerical experience maintaining or reviewing medical records, transcribing dictated or recorded medical information, or conducting medical abstracting and coding; OR • Graduation from an accredited medical secretarial, medical records, medical transcription, medical assisting, medical coding, or health information management program; OR • An equivalent combination of experience and training.

Preferred Qualifications

• Knowledge of medical terminology

• Knowledge of medical record keeping methods and techniques

• Ability to maintain medical files and cross indexes.

• Thorough knowledge of clinic operations.

• Maintain an understanding of private and public insurance, coverage and services.

• Possess the ability to problem solve.

• Possess a high level of computer literacy, and familiarity with various modes of c01mnunication such as text messaging, other electronic platforms to include telemedicine.

• Bi-lingual skill set preferred.

• Time management skill set

Diversity Statement

PennWest University’s Office of Community, Opportunity, Responsibility, and Engagement (CORE) provides strategic leadership in fostering a campus environment grounded in dignity, belonging, and opportunity for all students, faculty, and staff. Through comprehensive programs and collaborative partnerships, CORE advances student success, cultivates academic and leadership development, and strengthens community engagement in alignment with the university’s mission.

ADA Statement

To request reasonable accommodation to participate in the job application or interview process, contact Amy Salsgiver, ADA Coordinator, asalsgiver@pennwest.edu; 814-393-2109. Pennsylvania Western University complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities.