ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE:                                     Medical Records Technician

REPORTS TO POSITION:     Clinic Supervisor/Manager

DEPARTMENT:                      St. Charles Health System

DATE LAST REVIEWED:       April 2025

OUR VISION:                          Creating America’s healthiest community, together

OUR MISSION:                       In the spirit of love and compassion, better health, better care, better value

OUR VALUES:                         Accountability, Caring and Teamwork

DEPARTMENT SUMMARY: The Medical Records Technician position is assimilated throughout St. Charles Health System encompassing practices in three Central Oregon counties and numerous specialties including orthopedic services, family care, internal medicine, obstetrics and gynecology, pediatrics, immediate/urgent care, cardiology, pulmonology, rheumatology, general surgery, cancer care, behavioral health, and sleep medicine. Our MAs collaborate with physicians and non-clinical staff to assure we are providing our community with comprehensive and compassionate health care.

POSITION OVERVIEW: The Medical Records Technician is responsible for supporting the daily operations and overseeing the medical records activities of a multi provider clinic. Business activities include direct management of all clinical medical records processes. This position oversees the health information management activities including customer service, ROI, answering phones, chart preparation, document retrieval, chart inventory, records management and destruction, and related duties.

This position does not directly manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Responsible for high level accuracy in all functions of clinic business/patient process flow, from initial records collection to patient intake, to results collection for services provided.

Responsible for the oversight of real time document management and retrieval for active patients receiving services in the clinic, including accurate chart preparation process management for upcoming patient appointments.

Oversees the accurate prepping, scanning, and indexing process of patient records and information related to incoming patient records and upcoming patient appointments, including scanned documentation correction and deletion processes. 

Courteously and confidently advises patients regarding medical records processes, requests appropriate types of payments for release of information, and oversees the completion of release of information requests within the legal timeframe.

Applies demonstrated expertise in managing the clinic’s medical records processes and provides early identification of problem areas and appropriate resource utilization for problem solving.

Responsible for multiple location records management process. Oversees and assists St. Charles HIM department with management of the historic medical records.

Oversees chart scanning process for outside records. 

Functions as a patient representative during registration process; greets and assists patients and demonstrates exceptional customer service skills.

Assists providers with other duties (e.g. chart preparation, phone messages, etc.) and communicates with professional staff as needed for quality patient care.

Supports the vision, mission and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate. 

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:

Required: High school diploma / GED.

Preferred: Associate Degree in Health Record Technology

LICENSURE/CERTIFICATION/REGISTRATION:

Required: N/A 

EXPERIENCE:

Required: Two (2) years of hospital/medical office experience with a Health Information Management focus.

Preferred: N/A             

PERSONAL PROTECTIVE EQUIPMENT:

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Sitting, keyboard operation, use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Standing, lifting 1-10 pounds, grasping/squeezing.

Occasionally (25%): Bending, reaching overhead, carrying/pushing or pulling 1-10 pounds.

Rarely (10%):  Walking, stooping/kneeling/crouching, climbing stairs.

Never (0%):  Climbing ladder/stepstool, lifting/carrying/pushing or pulling 11-50 pounds, operation of a motor vehicle, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%):  Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

Schedule Weekly Hours:

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