Hybrid Electronic Medical Records Specialist at Roanoke Chowan Community Health Center

Reports To:   Executive Director of Enterprise Systems and Technology 

Direct Reports:   None

Classification/Category:   Admin Level I

Workgroup(s):   N/A

Work Status:   Onsite

Stipend(s):  None

Status: Non-Exempt 

The Electronic Records Specialist is responsible for managing and maintaining patient medical records in accordance with established protocols and regulatory guidelines. This role involves organizing, coding, and processing medical records to ensure accuracy, confidentiality, and accessibility. The Electronic Records Specialist works closely with healthcare professionals, administrative staff, and patients to ensure the efficient management of medical records throughout the healthcare facility.

Mission: Great care for every one every day.

Vision: Striving to be the primary healthcare provider, dedicated to and supported by the people we serve.

Values: (R)espectful, (C)ompassionate, (C)aring, (H)onest, (C)omitted

Roanoke Chowan Community Health Center will provide open access, community-oriented primary care of the highest quality to all residents, migrants and seasonal farmworkers, as well as, visitors of Hertford, Bertie, Northampton, Gates, Washington and surrounding counties, regardless of their ability to pay. 

Ability to read, write and comprehend instructions in the English language. Communicate effectively. Interact in a respectful and professional manner with internal and external customers. Ability to gather and synthesize information. Must be void of any drug convictions or related charges. Able to travel to other RCCHC site. Understanding of, and sensitivity to, the diverse populations, socioeconomic, cultural and ethnic backgrounds to the communities we serve.

Education:  High school diploma or equivalent (Associate's or Bachelor's degree in Health Information Management or related field is a plus). Certification as a Registered Health Information Technician (RHIT) is preferred, but not required.

Experience: 

• Experience working in a multi-cultural setting
• Proven experience in medical records management or related administrative roles within a healthcare setting.
• Strong knowledge of HIPAA regulations and patient privacy laws.
• Proficient computer skills, including experience with electronic medical record (EMR) systems 
• Excellent attention to detail, organizational skills, and ability to prioritize tasks in a fast-paced environment.
• Effective communication skills, both verbal and written, to interact with healthcare professionals, staff, and patients.

Certification(s)/Licensure: N/A

Knowledge:

• Knowledge and understanding of Federally Qualified Health Centers (FQHC’s) in regard to the Federal 330 Public Health Service Act
• Knowledge of computer systems and applications.
• Knowledge of health information management
• Knowledge of HIPAA, Privacy, and Security regulations

Skills:

• Skill in exercising a high degree of initiative, judgment, and discretion.
• Skill in analyzing situations accurately and taking effective action.
• Skill in establishing and maintaining effective working relationships with the medical and administrative staff, patients and the community.
• Skill in planning, organizing, and prioritizing work; delegating and achieving goals and objectives.
• Skill in exercising judgment and discretion in developing, interpreting, and implementing departmental policies and procedures.
• Skill in identifying and resolving problems.
• Skill in developing comprehensive reports.
• Skill in utilizing, phone, email, and fax to request and retrieve medical charts
• Skill in handling inbound and outbound calls, email, fax and other administrative tasks.

Abilities:

• Ability to deliver high quality customer service
• Ability to anticipate and react calmly in emergency situations.
• Ability to communicate clearly and effectively orally and in writing.
• Ability to competently use Microsoft Office, including Word, PowerPoint, Excel, and appropriate organizational software.

• Create and maintain patient medical records, both physical and electronic, ensuring compliance with legal and regulatory requirements.
• Organize and file medical records in a systematic and consistent manner for easy retrieval.
• Review medical records for completeness, accuracy, and consistency, and ensure all required documents are included.
• Update and edit medical records as necessary, following approved protocols and procedures.

Maintains patient information in a database while ensuring the confidentiality and security of patient records.

• Ensure the strict confidentiality and security of patient medical records, adhering to HIPAA guidelines and facility policies.
• Implement and maintain appropriate safeguards to protect electronic medical records from unauthorized access, loss, or damage.
• Control and monitor access to medical records, granting permissions to authorized personnel only.
• Respond to requests for medical records from healthcare professionals, patients, and external parties, ensuring compliance with legal and regulatory requirements.
• Retrieve, collect and prioritize all requests for medical records made through the organization, patients and affiliates.
• Retrieve and release medical records in a timely and accurate manner, following established protocols and procedures.
• Record and track all records requests, releases and authorizations within the Electronic Medical Record.
• Coordinate with other departments or facilities for the transfer of medical records as required.
• Conduct regular audits and quality checks of medical records to ensure completeness, accuracy, and adherence to regulatory guidelines.
• Identify and rectify any discrepancies or deficiencies in medical records, working collaboratively with healthcare professionals and staff.
• Stay updated on industry best practices, new regulations, and advancements in medical record management to ensure compliance and improve efficiency.
• Verify legitimacy, accuracy, and authority of all such requests, process, and invoice as appropriate
• Abide by, adhere to, and conform to all applicable local, state, federal regulations
• Review, develop and implement standards and procedures for processing medical records requests with administrative support
• Maintain an up-to-date understanding of applicable policies, processes, laws, and regulations
• Report breaches, instances of non-compliance, patient complaints, problems or similar instances to supervisor in an effort to protect patient protected health information (PHI).
• Participate in improving quality throughout the organization
• Responsible for faxes and scanning
• Distribute faxes through the secure email accounts to proper locations.
• Responsible for administrative duties
• Check emails at least twice daily.
• Navigate Epic OCHIN proficiently, including Document Management System.
• Pick up and sort all incoming mail daily.
• Mark result received if specialist report comes in for referral tracking.
• Prepare the mail totes for courier.

Other job duties may be required that are not listed above.