Medical Records Coordinator

Summary

Responsible for assisting Beacon Health Information Management with creating and maintaining documents and order sets that support the legal record.

Coordinates & communicates with multiple departments to support the daily functions of forms and order management for Beacon.

Will assist form owners with standardization and complying with State or Federal Laws related to form and order set development and management.

Represents Beacon in a highly positive manner and provides Associates with all reasonable assistance.

MISSION, VALUES and SERVICE GOALS

• MISSION : We deliver outstanding care, inspire health, and connect with heart.
• VALUES : Trust. Respect. Integrity. Compassion.
• SERVICE GOALS : Personally connect. Keep everyone informed. Be on their team.

Department Operations / Productivity :

• Performs daily distribution of transition of care documents to appropriate providers and performs quarterly audits to meet regulatory requirements and payer requirements.
• Acts as point person for hospital associates for the 36-month Order Set review process. Sends out monthly order sets due for review and manages spreadsheet by concurrently keeping it updated related to form owners and approvers.
• Make revisions, checks that all approvals are received and documented, and sends to IS analyst to make revisions in EMR.
• Acts as a point person for hospital associates for the Paper Form process.
• Performs creation, maintenance, and deletion of paper forms and keeps paper form list up to date.
• Manages / updates most current versions of Order Sets and Paper Forms for on a share drive.
• Assists with fax fail outs and report distribution for ongoing patient care.
• Maintains HIM department and hospital policies and procedures and keeps them up to date on the Intranet.
• Provides administrative / clerical support to the management team and other staff such as maintaining department logs and manuals as required.

Quality / Competency :

• Prioritizes work and makes decisions within scope of service.
• Facilitates training for multiple hospital associates on SharePoint process.
• Independently manages master spreadsheet of 36 Month Periodic review schedule for order sets keeping scorecard updated for various committees (MRC, MEC, PIC, etc.).
• Supports hospital associates with Paper Forms review process ensuring all approvals are received and documented and sent to HIM Manager / HIM Systems Analyst to upload into forms repository.
• Maintains Paper Forms master list for all forms.
• Ensures most current versions of Order Set Power Plans and Paper Forms for the health system are available on thumb drives for downtime.
• Assists the department in meeting regulatory standards.

Communication / Customer Service / Teamwork :

• Answers telephone calls in a prompt and courteous manner.
• Coordinates, leads and manages projects within scope of practice.
• Communicates issues and concerns to Management Team for resolution.
• Represents Beacon in a highly positive manner and provides associates with all reasonable assistance.

Education / Training :

• Seeks training opportunities to maintain skills and improve operational performance.
• Maintains confidentiality of all patient information and maintain knowledge of current federal and state regulations pertaining to patient privacy.

Contribute to the overall effectiveness of the department :

Completes other job-related duties and projects as assigned.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements :

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license / certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position / department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way :

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education and Experience

The knowledge, skills, and abilities as indicated below are normally acquired through the successful completion of a High School Diploma or Equivalent.

Up to 1 year experience is required. Previous medical records experience preferred.

Knowledge & Skills

• Word processing skills (Word), Outlook, Access, Adobe and Excel computer skills.
• Working knowledge of office equipment.
• Adhere to principles of confidentiality.
• Prioritize work, function positively under stress.
• Requires ability to assimilate and process documents quickly.
• Answer and screen telephone calls following Code of Mutual Respect.
• Legal aspects of medical information and confidentiality.

Working Conditions

Prolonged sitting and computer work.

Physical Demands

• Moderate lifting, bending, stooping, reaching.
30+ days ago