JOB SUMMARY

Performs clerical duties within the department such as prepping, filing, scanning and clerical transcription duties. Ensures the release and access to all patient health information is in compliance with federal and state laws and the privacy practices of Citizens Medical Center.

JOB DUTIES AND RESPONSIBILITIES

Job Specific:

1. Ensures the release and access to all patient health information is in compliance with federal and state laws and the privacy practices of Citizens Medical Center. Serves as a resource for topics related to patient information privacy/HIPAA for patients, practice physicians and staff. (EF)

2. Answers and directs all incoming phone calls to the appropriate area professionally and politely, by identifying our organization. (EF)

Phone calls should be answered by the 3rd ring.

Placing calls on hold should not be left for long periods, exceeding 5 minutes. Redirect to appropriate party.

3. Scan/File all correspondence in correct medical chart under the appropriate chart heading. (EF)

a. Verify all information to be accurate and complete, physician date stamped as read.

b. Forward records to referring physician as notated or requested by outside providers.

c. Scanning incoming information into EMR/ eMDs.

4. Transcription / Dictation (EF)

a. Send dictation files to MModal.

b. Verify all information to be accurate and complete.

c. Correct demographic information in MModal Hold Queue.

d. Verify physicians’ signatures in MModa l“Pending” file.

e. Process out-of-town dictations, obtain signatures, and fax to ordering physician and facility.

f. Submit out-of-town tests to billing for charge posting.

5. Medical records releases (EF)

a. Obtain authorization from MD and nurse prior to sending information to requesting party.

b. Complete requests as directed by requests: physicians for continuity of care, insurance companies, attorneys or patients as requests with in a timely manner, 10 business days

c. Obtain Notary processing for affidavit, as needed.

d. Fax invoice and process fees for records.

e. Log all requests into chart for tracking purposes.

6. Referrals: (EF)

a. Ensure secure delivery of appropriate components of practice patient record(s) to physician to whom practice patient is referred.

b. Call physician’s office for verbal referral if required by said office

c. Document referral in patient’s chart

d. Contact patient with appointment information if referral was processed verbally.

7. Processes incoming records on EMR fax server

8. Along with practice leadership, communicates with Citizens Medical Center Health Information Management leaders and Privacy Officer to ensure practice Medical Records practices and processes align with current standards.

Secondary Duties: (EF)

• Back up check in/check out receptionist
• Filing or purging of hard charts
• Faxing info as needed
• Receive packages, deliveries

Other Duties As Assigned:

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.