Position Title: Receptionist/Medical Records Coordinator

Department: Office

Reports To: Senior Executive Officer

Job Code: Status: Non-Exempt

Date: August 2019 Reviewed By: HR

Revision Date: Revisions Reviewed By: 

POSITION SUMMARY:

Prescribes and adheres to the Talas Harbor at Bullhead City in all personal and professional interactions while on duty in and around the facility. The Receptionist/Medical Records Coordinator demonstrates great customer service by mentoring Talas Harbor’s core principles in all job duties and responsibilities.

This position is responsible for assisting the administrator and other key personnel in managing the incoming calls and schedules. Additionally this position is paramount in providing a fantastic first impression of TH both in person and via phone. Therefore, phone etiquette is paramount along with exceptional customer service skills. Responsible for medical records through preparation, compilation, analysis, maintenance and filing. Maintains a well-organized system of closed and open medical records so that records are available to interdisciplinary personnel as need for patient care and other authorized activities. Assists facility in upholding the confidentiality of medical records and protecting the patient’s privacy rights. Assigns ICD-9-CM diagnostic codes to conditions upon admission, during the stay and at discharge. Orders forms and equipment as needed per facility policy and procedure. Assists nursing in general secretarial and clerical duties. May notify the laboratory and x-ray that tests are to be done. May make clinic or physician appointment for patients

REPORTING RELATIONSHIPS:

No direct reports

ESSENTIAL FUNCTIONS:

1. Enthusiastically and effectively handles incoming phone calls and visitors. Will act as the unofficial “VP of First Impressions”.
2. Works closely with Concierge and other departments to ensure communication when there is a visitor in the facility.
3. Will garner feed back from visitors on their visit and service they received and will act as a gatekeeper to disseminate the information to the proper department staff.
4. Will control all calls coming into the facility in a professional manner and tone
5. Takes accurate messages
6. Will oversee all mail in facility. Accurately sorts and distributes mail.
7. Efficiently contacts appropriate staff members with referrals – Plays key role with ensuring all referral related calls get to the right party in the proper amount of time
8. Maintains a card file of patients at the front desk. Will ensure elopement precautions are always practiced
9. Welcomes and provides applications for job seekers – Plays key roll in ensuring all job applicants get proper paperwork as well as proper introduction and possible interview
10. Writes temporary name plate and places on appropriate room
11. Requests fax items/faxes requested items
12. May Input admission or patient information into the computer system as required

Medical Records Coordinator Requirements

1. Admission Records
   • Assemble the chart following the open chart order and complete the headings on all forms.
   • Assure chart tabs are readable.
   • Label chart back and chart holder. Color code according to facility system.
   • Set up file folders with patient’s name and number for forms thinned from the record.
   • Complete other admission procedures as instructed such as tickler file cards, patient index card, department notification, and patient admission register.
   • Contact transferring facility to obtain missing date if necessary.
2. Maintenance of Records
   • Maintain charts at nursing stations in a clean and orderly fashion.
   • Maintain patient record in proper order per open chart format.
   • Provide diagnostic and treatment information to third party payers to support reimbursement claims.
   • Assign diagnostic codes to newly identified patient conditions and diagnoses for reimbursement, MDS completion and internal purposes.
   • Evaluate requests for information from medical records to assure releases are made only in compliance with state and federal laws.
   • Thin records according to procedure. Assure current and admission information remains on the chart. File thinned paper according to chart order in the proper file folder. Check all sheets thinned from the open chart for completeness.
   • Retain and destroy records per retention policies and procedures in accordance with state and federal laws.
   • Retrieve records for use by administrative or interdisciplinary personnel for patient care, quality improvement, incident tracking and investigation and other authorized purposes.
   • Head all chart forms with patient name ID number, physician and room number. Insert in chart as needed.
   • Enter telephone orders, laboratory and x-ray reports on a daily basis per facility system.
   • Process and monitor completion of physician telephone orders to authorize administration of medication, treatments, therapies, and other services.
   • Enter vital signs and weights in patient’s charts as requested.
   • Comply with federal and state laws concerning release of information from medical records. Copy information as requested form authorized persons. File authorization for release of information in medical record.
   • Maintain confidentiality of all information in the medical record.
   • Maintain forms at the nursing station as needed.
3. Auditing of Open Charts
   • Audit charts on an ongoing basis for MDS completion, summaries, weights, vital signs, physician order signed, etc., using facility audit form. Communicate findings to Unit Nurse Manager, Director of Nursing Services, and interdisciplinary department managers for follow- up.
   • Evaluate medical records on an on-going basis for missing documents, charting or signatures. Notify appropriate interdisciplinary department for follow-up.
   • Check monthly flow sheets for completion, i.e., medication administration records, treatment sheets, vital sign flow sheets, patient care records, restraint and position change sheets, etc. Obtain completion and place in chart.
   • Check charts due for physician visits, annual physicals. Notify Nursing and follow-up as directed.
4. Discharge Records
   • Assemble discharge charts according to closed chart order.
   • Assure all forms are completed with dates, proper signatures, etc.
   • Request completion of forms from all departments as needed.
   • Assign diagnostic codes to final diagnoses at discharge.
   • Notify outside care providers of deficient records per facility system (phone, call, mail).
   • File discharge chart
   • Retrieve records when requested by medical staff or other authorized persons. List records that have been pulled with date, reason and person. Check returned record for organization and completeness, and re-file.
   • Collect and prepare statistical data as requested.
   • Develop knowledge of and adhere to the state and federal laws regarding the legal aspects of the medical record.
5. Answer telephones, take and relay information in a courteous manner.
6. Communicate with the director of nursing services on a daily basis and as necessary about progression of work flow.
7. Handle correspondence as requested.
8. Order all charting forms monthly per facility policy and procedure.
9. Attends and participates in in-service training, quality assurance performance improvement (“QAPI”) committees and other meetings as scheduled and directed.
10. Treats all patients, visitors, and staff with courtesy.
11. Works overtime, holiday and weekend hours as scheduled.
12. Assists in orientation and training of employees as assigned.
13. Complies with laws and regulations applicable to position and acts  in accordance with TH Health Services Corporate Compliance Program.
14. Follows facility dress and hygiene policies.
15. Safety
    • Knows and follows facility rules.
    • Demonstrates proper use of equipment. Reports equipment needs or repairs.
    • Follows facility smoking policies.
    • Reports and documents any incidents or accidents of patients, staff or visitors to the appropriate facility personnel.
    • *Performs duties, which may include transportation of patients, as assigned in Facility Disaster Plan.
    • Uses required protective equipment.
    • Follows infection control standards, policies and procedures.
    • Reports all hazardous conditions/equipment to Supervisor.
16. Patient Rights
    • Knows Patient Rights. Helps the patients/patients exercise and/or protect their rights.
    • Reports patient/patient complaints to management.
    • Maintains confidentiality of patient/patient information.
17. HIPAA
    • Follows and adheres to TH’s policies and procedures implementing HIPAA requirements for the privacy and security of protected health information.
    • Uses and/or discloses only minimum amount of Protected Health Information necessary to complete assigned tasks (applies only if position requires access to PHI under Role Based Access Grid).
    • Reports all suspected violation of company’s HIPAA policies or procedures to Facility Privacy Designee.
18. Strictly follows policy and safeguards computer passwords and computer use authorities. Understands the importance of logging on and off the computer system and will consistently maintain all computer protocols.

Other Duties:

This job description is not intended to be all inclusive, and the employee will perform other related duties as assigned. This organization reserves the right to revise the essential position functions as the need arises.

• Performs other duties as directed by management.

MINIMUM QUALIFICATIONS:

Education: High School diploma or equivalent.

Experience: 1+ years of experience as a receptionist and/or medical records coordinator preferred.

Skills, Knowledge and Abilities:

Set the example of a role model for first impressions. To greet before being greeted, convey happiness and energy while answering the phone, and have the ability to get people to the right place in the fastest time, with a positive attitude.

Has the ability to relate positively, effectively and appropriately with patients, families, community members, volunteers and other facility, regional and area staff. Possess special interest in, and a positive attitude about, working with hospital patients and the elderly. Ability to read, write, speak and understand English. Possesses a valid driver’s license and has access to a vehicle.

Meets all health requirements, as required by law. Demonstrates basic computer knowledge and ability with an aptitude to learn company applications.

ENVIRONMENTAL AND PHYSICAL REQUIREMENTS:

• Performs physical activities including standing, lifting (up to 50 pounds unassisted), bending, stooping, pushing, pulling and twisting.
• May be exposed to various illnesses of patients and patients we serve.

This description has been prepared to assist in evaluating various classes of responsibilities, skills, and working conditions. It indicates the kinds of tasks and levels of work difficulty required of positions given this classification. It is not intended as a complete list of specific duties and responsibilities. Nor is it intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under supervision. Nothing contained herein is intended or shall be construed to create or constitute a contract of employment between any employee or group of employees and the Company. The Company retains and reserves any and all rights to change, modify, amend, add to or delete from any section of this document as it deems, in its judgment, to be proper.