Referrals and Medical Records Supervisor

WHO WE ARE:

Aviva Health is a dynamic and mission-driven federally qualified health center (FQHC). Committed to providing comprehensive and compassionate healthcare services, Aviva Health offers a holistic approach to care, addressing patients' medical, behavioral health, dental, and social service needs. As a vital healthcare resource in the community, Aviva Health fosters a collaborative and supportive work environment where dedicated healthcare professionals have the opportunity to make a meaningful impact on the lives of individuals and families. Join us at Aviva Health and be part of a team that is dedicated to making a difference in the lives of our patients and the community we serve.

BENFITS INCLUDED:

• Monday - Friday Scheduling
• Paid Holidays
• PTO
• Comprehensive Medical, Dental, and Vision Coverage
• 401 K Contribution 

POSITION PURPOSE:

Under the supervision of the Director of Clinical Operations, the Referrals and Medical Records Department Supervisor (RMRDS) is responsible for overseeing and supporting the Referrals and Medical Records Department in utilizing established procedures to assist providers in referring patients to specialists outside of the clinic as appropriate.  The RMRDS supports Medical Records staff to prepare files, access and retrieve medical information via the electronic health record, process incoming medical documents, manage and organize health information and conduct audits. The RMRDS will ensure the departments maintain efficient and effective flow of referrals and medication pre-authorizations during scheduled clinic hours through joint planning and problem solving with clinic staff.

ESSENTIAL FUNCTIONS:

• Supervises referral and medical records department staff, oversees work schedules and monitors absenteeism and tardiness; works with Human Resources to perform corrective actions as needed, and performs regular coaching, goal setting, and evaluations.
• Provides initial and on-going training.
• Coordinates and maintains the daily workflow schedule for the Referrals and Medical Records Departments.
• Implements department and organizational policies and procedures and monitors department to ensure compliance.
• Responds to co-workers' needs and requests in a respectful, friendly, and prompt manner.
• Communicates with specialists to make patient appointments, fax all pertinent chart information, determine patient payment, and follow-up if appointment chart notes and documentation is not received as needed.
• Works out of the EMR for referral orders and determines where to refer if the provider has not indicated a specific provider.
• Processes medication pre-authorizations. For denied pre-authorization, notifies the provider, review the denial, and provide guidance regarding supporting documentation that may be required for approval; refers patient back to their primary care provider for further instructions.
• Processes insurance referral authorization requests from external facilities.
• Communicates with patients any information required for referral appointments as needed. This may include date and time of appointments, location of specialist, explanation of the process and expected notification time, insurance status, and changes.
• Oversees the Medical Records logs to ensure medical records requests are released within 15 days of the receipt of the request.
• Recommends staff for market alignments, merit increases, and promotions.
• Collaborates with the Director of Clinical Operations, Clinic Managers, Director of Specialties and clinic providers to oversee and assist the Referrals and Medical Records staff to establish, define, and refine department goals and objectives consistent with Aviva Health's Mission; demonstrates satisfactory progress towards these goals and objectives.
• Follows all Aviva Health policies and procedures.
• Other relevant duties as assigned. 

PROFESSIONAL QUALITIES:

• Promotes a strong belief in Aviva Health’s philosophy, purpose, mission, and ideals.
• Demonstrates humility and servant leadership; actively promotes Aviva Health’s values and approaches all tasks with Aviva Health’s Mission, Vision, Values, and Customer Service statements as guidelines. Demonstrates care and compassion, respect, sharing, professionalism, confidentiality, collaboration, and teamwork. Takes personal responsibility.
• Promotes positive customer relations and service to both internal and external customers.
• Demonstrates respect and sensitivity to cultural/social differences in interactions with others.
• Demonstrates high level of initiative, problem-solving skills, and attention to detail; uses sound judgement and is committed to completing assignments efficiently. Assumes additional responsibilities as needed, with little or no direction, and readily assists others within the departments.
• Ability to establish and maintain effective working relationships with patients and co­ workers.

QUALIFICATIONS:

• High school diploma or GED.
• One year experience in a supervisory role or managerial role.
• Able to work with minimal supervision.
• Knowledge of OSHA requirements for the position and ability to remain in compliance.
• Ability to keep several tasks moving along in a well-organized, compassionate, and professional manner while functioning at a high level of accuracy and attention to detail.
• Ability to develop and maintain positive relationships with medical professionals in the community.
• High level of initiative and commitment to completing assignments efficiently is required.
• Able to maintain professional appearance and attendance, conforming to standards of dress and grooming and attendance per organizational policies.

WORKING CONDITIONS:

Must be able to perform the following physical requirements:

• Remain in a stationary position 85% of the day while performing administrative and supervisory duties.
• Move or traverse 15% of the day around the office.
• Operate equipment 85% of the day: computer and other standard office equipment.
• Ability to communicate information and ideas clearly and accurately so others will understand; ability to interact with patients and staff clearly.
• Able to move or transport up to 5 pounds while transporting laptop or office supplies.
• Work indoors in heat-controlled environment 100% of the day.
• OSHA Exposure Category – Category #2: The normal work routine involves no exposure to blood, body fluids, or tissues.
• In-person work during normal business hours.
• Occasional travel for conferences and trainings.