Medical Records Receptionist

With a customer service orientation, is responsible for: managing the medical records of the practice, including preparing, storing, and retrieving patient health records; reviewing and abstracting pertinent information from the patient’s chart to answer questions on patient forms; and reviewing medical records for compliance with approved policies.

Key Responsibilities

• Responds to requests for patient records, both within the facility and by external sources, retrieving them and transmitting them appropriately; retrieves medical records from offsite facilities when needed
• Gathers patient information by collecting demographic information from a variety of sources
• Navigates in Exscribe to gather needed information from office notes and surgery appointments to accurately fill out Disability, FMLA and RTW forms; verify with the doctor when unsure
• Checks and distributes all faxes received through the main line to their appropriate departments. Checks the fax at least once an hour; answers any and all phone calls/voice mails on the medical records and line. Scans all faxes into the correct patient’s chart, and makes note of each communication in the chart
• Responds to all correspondence regarding medical records. Completes record requests received from patients, insurance companies, and any other third party with proper authorization, without delay
• Opens all mail received and scans it into the correct patient’s chart as well as forwards any information needed by other departments; responds to all mail requiring action
• Completes all attorney requests within 3-5 days of receiving them by mail or fax
• Ensures medical records are assembled in standard order and are accurate and complete; creates digital images of paperwork to be stored in the EHR
• Validates the authorization to release records to a 3rd party entity; ensures compliance with HIPAA regulations
• Scans copies of paperwork into Exscribe; updates the notes every time contact is made with patients
• Follows up and sends completed forms to providers for necessary signatures and approvals of forms
• Communicates with clinical staff and providers as needed to complete the forms in a timely manner
• Contacts patient or approved recipients for pick-up of completed forms via phone, email, fax, etc.
• Scans signed and completed forms and authorizations into Exscribe and closes out the request
• Answers and handles incoming phone calls from patients/customers, insurance companies, employers and clinical staff. Provides information regarding workflow and form status
• Handles difficult patient interactions and calls in a professional manner and provides solutions to resolve issues quickly and efficiently
• Maintains a neat and organized workspace to ensure that no forms are misplaced. Keeps all fax confirmations when forms are sent out and original fax messages when forms are received. Completes all forms in the order they are received
• Collects and records fees for form completion and medical records requests as applicable
• Checks messages in the EHR
• Processes physical therapy Plans of Care (POC); obtains appropriate signatures; faxes back to PT facility
• Ensures files are stored in the designated area according to storage procedures

Shared Duties/Other

o Sorts incoming reports and directs to appropriate person

o Maintains and respects the confidentiality of patient information in accordance with company policy & procedure, and HIPAA & compliance guidelines

o Attends all regular staff meetings and continuing education sessions as required

o Maintains regular attendance

o Presents professional image in manner, appearance, motivation and work habits

Performs other duties as assigned