Job Description:

Vision Statement

Options Counseling and Family Services supports the health, safety, equity, and well-being of our clients, families, employees, and communities.

Mission Statement

In partnership with members of the communities we serve, Options Counseling and Family Services promotes safety, healing, and empowerment for individuals and families.

Benefits

Options offers many benefits for our full-time employees (full-time is any employee working 30 hours per week or more). A list of all our benefits can be found on our website, here: https://wp.options.org/employment/benefits/

Highlights:

• Options pays 100% of the cost to cover employees for medical, dental, vision, basic term life, accidental death and dismemberment, and long-term disability


• 403b retirement plan with an agency match


• Health Reimbursement Account (HRA) funded by Options to reimburse employees for a percentage of medical expenses related to employees' deductible


• Flexible Spending Account (FSA) and Dependent Care Expense accounts are available


• Generous Paid Time-Off (PTO) policy that allows employees to earn up to four weeks in the first year of employment


• Employee Assistance Program (EAP), 100% funded by Options

General Description:

The Medical Records Clerk performs technical and specialized clinical record functions in an accurate, timely, and complete manner. They respond to requests for client records from a variety of sources, including internal staff, outside clinics, Social Security office, and courts. Medical Records Clerks supports supervising staff to make sure client information is protected and records are accurate. They must also follow best practices for security and client confidentiality.

Minimum Qualifications:

A minimum high school diploma or GED and one year of experience in an office or medical/clinical setting. Must demonstrate proficiency with office hardware, scanning, faxing, and working with computers in a Microsoft Windows environment (applicants will take a computer assessment to assess skill level). Demonstrated proficiency with Microsoft Word, Excel, Outlook and PDF documents. Must have a respectful, open, unbiased, and accepting attitude toward clients, their families, and other staff. Pass a DHS background check and/or fingerprinting.

Preferred Qualifications:

Bilingual English/Spanish preferred (Options pays a differential for Spanish-speaking employees; must pass an assessment to qualify). Previous experience working with medical records or medical office.

Preferred Skills:

• Maintain confidentiality of sensitive client information at all times




• Interact and communicate effectively on telephone, via email and in person




• Be respectful of persons of diverse backgrounds and experiences




• Prioritize workflow for timely response and distribution




• Maintain focused attention to detail and verify work for accuracy




• Stay current on HIPAA rules and regulations




• Determine valid and legal subpoenas and motions to disclose protected health information




• Provide attestation to the courts regarding completeness of required records, and present to the courts if required by subpoena duces tecum




• Support successful interactions with staff and external entities requesting records




• Multi-task, problem-solve, and demonstrate good client service

Essential Duties and Responsibilities:

• Timely and clear communication with internal departments, staff, and external agencies regarding records requests.




• Obtain and enter accurate tracking information regarding documents uploaded or released.




• Support staff by preparing and scanning documents into Electronic Client Record (ECR).  




• Respond to questions regarding records requests and offer other information as requested to provide client-focused service and a positive impression of the agency.




• Research and locate client information that may pre-date ECR.




• Complete records request tracking logs as required.




• Provide client records to therapist when needed for court appearances in timely manner.




• Manage incoming subpoenas, verify validity, notify appropriate staff, communicate with law offices as needed.




• Track court dates and support notification when trial dates change or are dismissed.




• Verify all requests are appropriate, verify signatures when appropriate, dates on ROIs, scope of release, alert requestor if additional signatures or release of information is required.




• Prepare documents for distribution via email, fax, postal mail, or office pickup.




• Review records for completeness before distribution.




• Prepare chart records for audits as requested.




• Upload records, reports, and labs to client record when received, alert requestor and close records request document group.




• Prepare records for designee if the ‘Records Custodian’ has been ordered and is required to appear at court.




• Send billing invoice from Options for cost of preparing and releasing information if appropriate.




• Log in all monies received by Options in appropriate logbook and send to fiscal department for processing.




• Maintain working relationships with hospitals, clinics, Social Security, courts, and follow requested protocol for attaining or distributing records.




• Run periodic reports for incomplete records requests and submit request again if appropriate.




• Perform other duties as assigned.

Working Conditions:

• Extended periods of time sitting at workstation updating client records, and phone work




• Requires continual mental concentration and attention to details. Extended periods of focus and attention with frequent interruptions are required




• Mobility and dexterity sufficient to assist clients/staff and perform required job-related functions




• Times of stress with multiple and varied requests continuing throughout the day requiring appropriate prioritization and flexibility.

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