Medical Records Technician

Description

Job title

MEDICAL RECORDS TECHNICIAN

FPCN-MEDRETE-101724

Working Schedule

36 hours per week - Monday to Friday

Reports to

CENTER DIRECTOR

Program Summary

The Family Practice & Counseling Network (FPCN) provides comprehensive primary care, dental and behavioral health services.

We stand behind the belief that all people are entitled to accessible, comprehensive, quality, and affordable health care, and that care must be delivered in a culturally competent, trauma-informed and compassionate manner by caring for the whole person - mind, body & spirit.

The network's mission is to provide person-centered, integrated and comprehensive health services to individuals and families across their lifespan.

The network promotes resiliency and well-being among patients, staff and surrounding communities.

We are a network of 3 comprehensive health centers, one convenient care center and six school-based health centers in Philadelphia.

Today, FPCN serves more than 15,000 patients annually and is a NCQA certified Patient-Centered Medical Home and recognized by HRSA as a National Quality Leader for Behavioral Health.

FPCN is opening Philadelphia's First Birth Center ; its collaborating hospital is the University of Pennsylvania Hospital.

This brand new 30,000 sq ft space will feature exam rooms, birthing suites, community meeting rooms and a gorgeous community garden park.

The Family Health and Birthing Center will provide full prenatal, birth, and postpartum care in Southwest Philadelphia. Services include education on nutrition, exercise, childbirth preparation, breastfeeding, infant, and self-care;

and mental health and substance abuse therapy for those who need it. These services will be provided by interdisciplinary teams of professionals led by nurse midwives and doulas, including behavioral health specialists, addiction counselors, social workers, and registered nurses.

Additional services will include transportation assistance; lactation counseling; prenatal and parenting education; legal services;

and complementary mind / body services, such as yoga, massage, and meditation. All staff will have training in anti-racism, justice, diversity, and inclusion (A-JEDI), trauma-informed care, and sanctuary model practices.

Position Summary

The Medical Records Technician will be responsible for maintaining the InDxLogic database for the network, training Medical Records staff on InDxLogic, as well as performing medical record reviews, and medical records and medical receptionist duties.

This position requires medical terminology and intermediate computer skills.

Essential Duties and Functions

• Maintain and update the InDxLogic database for the network including mapping of documents, maintenance of the Document Mapping Guide, and working with the quality department to integrate new document types.
• Accurately input data and index patient medical record information into the correct patient's Electronic Medical Record in order to meet Quality Assurance (QA) standards.
• Understand and utilize clinical terminology and workflows to ensure
• Accurate indexing of electronic documents with the proper naming conventions and information.
• Applicable Observation and flowsheet criteria are linked to the correct records.
• Triage and / or resolve issues that are reported by staff and end users in a timely and efficient manner.
• Make recommendations and / or perform workflow modifications to optimize automation which includes :
• Changing the format / content of internal documents
• Enhancing document preparation, sorting and scanning standards
• Identifying and implementing processes that result in paperless workflows
• Audits documents which were indexed to the EMR to determine / confirm the proper naming convention and / or data was assigned.
• Utilize indexing training and support systems to effectively interact with other users.
• Protect the security of medical records to ensure that confidentiality is maintained.
• Coordinate regular review of records across sites to ensure completeness, accuracy, and compliance with regulations.
• Compile and maintain patients' medical records to document condition and treatment and to provide data for special projects and continuous quality improvement efforts.
• Proficient in using document management software including scanning and indexing of paper documents delivered to the health center by US Mail, fax, and electronic means.
• Scan all incoming medical records including lab results, test results, hospital discharge notes and other documentation into charts.
• Scan internal documentation into charts (behavioral health and peer specialist chart notes, chronic disease education and management documentation).
• Enter data, such as demographic characteristics, into computer.
• Manage and fulfill requests for release of information authorized by patients and in accordance with appropriate regulations.
• Photocopy records and documents for billing and / or legal services; send and receive information via fax or mail.
• Process and prepare business or government forms.
• Process patient admission or discharge documents.
• Provide general support and coverage at the front desk including :
• Assisting patients and guests who in the office or on the phone with the appropriate services and / or staff in a courteous, timely and accurate manner.
• Initiating services for primary care clients such as signing-in, updating basic demographic information, confirming payment method, validating health insurance coverage, and preparing necessary paper work.
• Staffing phones each morning for open access (same-day) scheduling and managing phone calls coming in to the front desk by directing calls to appropriate staff members and documenting patient contact electronically.
• Completing reminder phone calls for patients with pre-booked appointments.
• Regularly updating patient records (contact information, insurance status, and income level).
• Conducting fee assessments for uninsured patients.
• Ensuring patient billing forms are correct, accurate and batched according to the patient sign in sheet on a daily basis.
• Performing cash collection and reconciliation of all patient fees.
• Providing additional clerical tasks : filing, typing, faxing, and copying documents.
• Opening and distributing mail receipt daily.
• Facilitating transportation for clients as needed.
• Keeps supervisor informed of problems or issues; monitors supplies needed; performs other duties as assigned.
• Maintains client confidentiality in both written and verbal formats.
• Understands and adheres to HIPPA, FPCN policies and procedures and OSHA guidelines.

Qualifications

• High School Diploma / GED required, Associate's Degree preferred, with training in medical terminology, anatomy and physiology, legal aspects of health information, coding and abstraction of data, statistics, database management, quality improvement methods, and computer science.
• RHIA / RHIT and / or Medical Assistant preferred.
• Five years' experience in a primary health care facility.
• Extensive Knowledge of medical terminology
• At least three years' experience coordinating efforts related to medical records, records requests and audits.
• At least three years of experience supervising staff.
• Computer competency with proficiency in word processing and electronic medical records.
• Ability to work in a fast-paced environment and manage multiple tasks simultaneously.
• Highly reliable and dependable.
• High level of patience, courtesy, and concentration.
• Outstanding verbal communication and listening skills.
• Demonstrated capacity for problem solving and conflict resolution.
• Ability to work well with a team.
• Outstanding interpersonal skills.
• Commitment to providing high quality, compassionate health services to individuals and families.
• TB, Hep B Vaccination required
• COVID Vaccination required
• Current CPR Card required
• Ability to pass criminal background check
• Ability to complete credentialing process

Working conditions

Hazard and Atmospheric Conditions

Exposure to Loud Noise

Additional Special Working Conditions :

Medical Environment

Requirements

Physical requirements

Lifting Requirements

Light : exerting up to 20 pounds of force frequently, and / or negligible amount of force constantly to move objects. The use of arm and / or leg control requires force greater than sedentary, but worker still sits majority of time.

Physical Requirements

• Stand or Sit (stationary position)
• Walk
• Use hands or fingers to handle or feel (operate, activate, prepare, inspect, position)
• Climb (stairs / ladders)
• Talk / Hear (communicate, converse, convey, express / exchange information)
• See (detect, identify, recognize, inspect, assess)
• Pushing or Pulling
• Repetitive Motion
• Reaching (high or low)
• Kneel, Stoop, Crouch or Crawl (position self, move)

Resources for Human Development is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, gender, gender identity, sexual orientation, national origin, genetic information, veteran, or disability status.

Visa Sponsorship : FPCN does not provide H1B Visa Sponsorship. All candidates must be US Citizens and / or authorized to work in the United States without Sponsorship.

Anti-Racist Justice, Equity, Diversity, and Inclusion (AJEDI) : FPCN is committed to providing an environment that does not discriminate or disproportionately impact underrepresented and under-resourced communities within the FPCN network.

The network's AJEDI initiatives strive to make FPCN a more equitable and just organization by helping to foster a culturally competent, inclusive, and integrated workplace.

Covid-19 Vaccine Mandate : FPCN, a program in the City of Philadelphia, are required to follow the COVID vaccine mandate for healthcare workers per Philadelphia Department of Public Health.

FPCN requires Healthcare Workers to be fully vaccinated. Fully vaccinated means it has been two weeks since the final dose of vaccine.

Thus, we require vaccination prior to start for all new hires. This currently does not include boosters.