Manager, medical records

Position Summary

Medical Records Manager will oversee the team responsible for the fulfilment of medical record and itemized bill requests from patients, doctor’s offices, attorneys’ offices, and third party insurance companies while adhering to HIPAA guidelines. Managing the team to ensure these duties are fulfilled is a critical piece of this role, coaching, collaborating, and assisting in each team members success in their roles is important.

Duties and Responsibilities

• Knowledge of principles, methods and practices of medical records administration, including accreditation standards and medical records terminology.
• Works cooperatively with members of the Medical Advisory Board and the General Counsel to ensure compliance with medical records processing (Federal and State Laws).
• Creates and implements processes and procedures for the Medical Records department.
• Manages department team members, oversees training on EMR systems, creates cross training opportunities, mentors and develops team members.
• Ensures compliance of all department processes by the Medical Records Specialists.
• Ensures all medical record requests are responded to timely.
• Ensures medical record availability by utilizing multiple systems to obtain correct records.
• Provides medical record information by answering questions and requests from patients, clinic staff, law firms, insurance companies, and government agencies.
• Maintains patient confidentiality and protects clinic operations by keeping information confidential, following all release-of-information protocols.
• Maintains a record-keeping system to assure all records are accurately prepared and safeguarded, in accordance with standard practice. This includes scanning all information into the Electronic Medical Record and notating patient accounts.
• Acts as a liaison for the Billing Department, sending itemized bills as requested.
• Identifies, communicates, and assertively pursues solutions in collaboration with supervisor when weaknesses in workflow functions and activities are identified.
• Acts with honesty and integrity in all business transactions, including, but not limited to, employment applications/resumes, patient records, time records, and financial transactions.
• Responsible for any other duties that may be assigned.

Experience, Skills and Education

• Education: High School diploma or equivalent is required; Associate’s degree or higher is preferred
• Minimum of 2 years of medical records experience
• Minimum of 2 years of management experience

Physical Demands

The physical demands and work environment characteristics described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While working the essential functions of this job, the employee is occasionally required to stand, walk, sit, lift, carry, use hands to handle or feel objects, tools or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or crawl, talk, hear and lift and/or move up to 40 pounds.

Work Environment

Admin - While performing the essential functions of the job the employee may be in office or work remotely dependent upon the company and/or department’s policies.

Managerial Demands

While performing the essential functions of the job, the team member will be required to be available via cell phone during work hours, as well as before and after work hours and on weekends, to answer calls and concerns. Regular checking of CareSpot email is required.

Reporting This Position

Medical Records Specialists

General Sign Off

The team member is expected to adhere to all company policies and act as a role model in so doing as well as provide outstanding customer service. The information contained in this job description is not intended to be exhaustive. CareSpot reserves the right to revise and amend job descriptions at any time.

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