MEDICAL RECORDS SPECIALIST

POSITION SUMMARY
The Medical Records Specialist is responsible for maintaining all medical charts, both paper and electronic, according to state and federal regulations. Supports the Mission, Vision, Values and Mantra of The Eye Care Group.

ESSENTIAL FUNCTIONS
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Pulls charts one week in advance for upcoming schedules and for various departments, i.e. photography, surgery.  Prepares new charts and adds necessary paperwork to existing charts, researches and locates missing charts.
• Maintains inventory of medical record supplies.
• Transports charts from and to Medical Records department to Front Desk and other areas.
• Files charts and paperwork.
• Picks up and delivers correspondence from various pick-up points in office, i.e. physicians’ desks, front desk, surgery, and photography departments.
• Handles medical release requests from attorneys, disability claims, State of Connecticut, housing, etc.
• Maintains and files red out guides.  Purges charts on an annual basis and shifts charts.
• Processes all appropriate medical record information through the electronic health record including scanning paper medical charts, sending documents to doctors, PAQ, and scanning other appropriate documents.
• Checks obituaries for deceased patients, forwards charts to physicians.
• Coordinates transcription.
• Assists the Call Center in phoning patients who are overdue for their appointments.
• Complies with all practice procedures and protocols, and all state and federal regulations.  Understands and accepts responsibility to report potential or suspected errors to the Supervisor or Compliance Officer.
• Maintains positive attitude consisting of cooperation, self-motivation, courtesy, and professionalism.

The above duties will be assigned as necessary. Selected Medical Records Specialists will not be responsible for all functions

POSITION QUALIFICATIONS
Competency Statement(s)

• Accountability – Ability to accept responsibility and account for his/her actions or work performed. Willing to accept constructive criticism.
• Accuracy – Ability to perform work accurately and thoroughly with attention to all details of a project or task.
• Adaptability – Ability to adapt to and facilitate change in the workplace.
• Communication – Ability to communicate effectively with others using good listening skills and the spoken word. Ability to write clearly and concisely using good grammar and spelling.
• Empathetic – Ability to appreciate and be sensitive to the feelings of patients and co-workers. Exhibits a cheerful demeanor with the ability to display good-natured tolerance of delay or adversity.
• Essential Job Functions – Ability to perform the Essential Job Functions of this position.
• Initiative – Ability to make decisions or take actions to solve a problem or reach a goal. Desire to excel, attempting non-routine tasks.
• Judgment – The ability to formulate a sound decision using the available information.
• Organized – Possessing the trait of being organized or following a systematic method of performing a task.
• Reliability – Can be relied upon to demonstrate reliability in attendance and punctuality.
• Team Player – The ability to work with others and independently for a common goal. Puts aside own individual needs to work toward the larger group objective and reinforces the contribution of others.

SKILLS & ABILITIES
Education: High School Graduate or General Education Degree (GED)

Experience: No prior experience necessary

Computer Skills
Able to navigate between screens: able to accurately enter data.

Other Requirements
Ability to file accurately in alphabetical order.

PHYSICAL DEMANDS

Other Physical Requirements
Vision (Near, Distance, Color)

WORK ENVIRONMENT
An office environment with controlled atmosphere. Possible exposure to staff or patients with communicable diseases.

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.