PRIMARY ACCOUNTABILITY

Ensures health information is properly recorded into medical records so practitioners can

plan and evaluate health care provided to patients. Performs one or more of the following:

coordination of duties to include electronic indexing, filing and distribution of medical

records, retrieval and release of patient record. 

SPECIFIC RESPONSIBILITIES:

Health Information Coordination 

• Scans all records coming in by mail, fax and from other outside sources. Scans and indexes all loose incoming documents to Medical Records; Obtains records needed from other agencies prior to patient appointment.
• Responds to requests for information from files according to established policies and procedures.
• Processes all medical records request forms, within North Carolina laws
• and MAHEC regulations regarding release of medical information for law offices,
• insurance companies, other medical offices or facilities and patient copies.
• Enters data and corrects errors in EMR and Practice Management systems.
• Mails printed lab results to patients as requested by physicians
• Monitors and handles items on que list in a timely manner
• Verifies presence of dictated EMR notes.
• Answers calls from Clinical staff pertaining to medical records.
• Complies with federal HIPAA (45 CFR), and 42 CFR regulations, practice policies for the privacy and security of patient information, and maintain appropriate documentation of access to medical records.

KEY COMPETENCIES:

COMMUNICATION – You are comfortable communicating in person, over the phone, and through email, all with a friendly and professional tone.  You prioritize prompt responsiveness, recognizing the important role you play in moving processes forward through communication.

DISCRETION – You operate with the mindset that information that is not your own, regardless of how trivial it may seem, is confidential first and shared only with permission. You demonstrate confidentiality with clinical, management, and other organizational data/information. 

PROBLEM SOLVING – You aren’t afraid to think on your feet and encounter a problem you don’t know how to immediately solve.  You are less concerned with being right and more concerned about connecting with various resources to assist in solving the problem and learning new things along the way.

DETAIL ORIENTATION – Details matter to you and you develop systems and processes to help you manage a large volume of them.  You envision a process from start to finish and understand all of the details that need to be taken care of in between to keep things running smoothly.  You take pride in owning the details and it brings you joy to be trusted in this regard.

INITIATIVE – You don’t wait to be told what to do.  Instead, you anticipate needs and look for tasks you can take care of in the present to facilitate a smooth process in the future.  You like to stay busy and love to jump in and help others when you have capacity.  You respect and appreciate the work of a leader and view taking initiative as a primary way to support their work. 

TECH ADAPTABLE – You are comfortable learning new technologies and web-based platforms.  You view technology as a way to gain efficiencies.  You recognize that you don’t have to be an expert and view learning new technologies as an opportunity to grow professionally.     

PLANNING AND ORGANIZING - You effectively organize and plan work according to organizational needs by defining objectives and anticipating needs and priorities. You efficiently manage your own time and effectively handle multiple demands and competing deadlines. You identify goals, develop plans, estimate time frames and monitor progress. Swift implementation is your goal.

ANALYSIS AND PROBLEM SOLVING - You like to solve difficult problems through careful and systematic evaluation of information, possible alternatives and consequences. You integrate information from diverse sources and evaluate the information against possible courses of action.

EDUCATION/EXPERIENCE: 

• High School Diploma or equivalent, at least (2) years of relevant experience in a medical office or hospital setting, or a comparable equivalent of combined education and experience required. Strongly prefer individual with working knowledge of medical terminology, and/or experience working with medical records. Fluency in Spanish also a plus. 

COMPUTER SKILLS:

• Must have above average computer skills to navigate the EHR and file records electronically with minimal errors. Allscripts EHR software experience preferred.

COMMUNICATION SKILLS:

• Must have excellent communication skills as the front line representative to the public.

PHYSICAL DEMANDS:

• Sometimes stands, walks, and stoops or kneels. Occasionally sits and reaches with hands and arms. Frequently uses hands. Sometimes lifts up to 25 pounds.
• Uses vision for effective communication and computer work.

WORK ENVIRONMENT:

• Moderate noise level, typical of a busy office environment with computers, printers, foot traffic.

ADDITIONAL INFORMATION:

• Actively supports the organization’s work philosophy and continuous quality improvement
• activities.
• Demonstrates appropriate service orientation in all interactions within the organization and
• with clients, patients and visitors. Must be a team player. Must demonstrate discretion in
• dealing with medical, fiscal and personnel information as is appropriate to position.
• Position requires the ability to appropriately and professionally handle multiple and
• competing priorities.
• Ability to prioritize workload (patients on phone and at your desk, posting to be done, staff
• wanting assistance, etc.) and accomplish routine tasks independently required.
• Ability to discover and correct basic errors.
• Position requires the ability to appropriately and professionally handle multiple and competing priorities.
• Demonstrates appropriate service orientation in all interactions within the organization and with clients, patients and visitors.
• Must demonstrate discretion in dealing with medical, fiscal and personnel information as appropriate to position.

COMPENSATION:

• $23.65/Hour + MAHEC Total Rewards Package

At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive.

MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full-time at MAHEC.

If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to [email protected] for support in your job search process. You could be the talent we are seeking for this or other opportunities

All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.

MAHEC does not provide employment-based US visa sponsorship, now or in the future. All new employees must provide valid, original I-9 documents on their first day of work.

MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer.