Job Description: Medical Records Specialist

General Statement of Duties: Manage patient data while ensuring files are accurate, organized and compliant with HIPAA regulations. Responds to and fulfills Medical Record Request in a HIPAA compliant and secure manner.

FLSA Status: Non-Exempt

Supervision Received:  Reports to Front Office Manager

Supervision Exercised: None

Responsibilities

- Maintain and update patient medical records in electronic health record (EHR) systems.

- Ensure accuracy, completeness, and proper documentation of patient information.

- Scan, file, and upload paper records into digital systems.

- Retrieve medical records for healthcare providers upon request.

- Process requests for medical records in compliance with privacy laws (e.g., HIPAA).

- Verify patient information and ensure proper identification before record release.

- Monitor records for deficiencies and follow up with providers to correct them.

- Assist with chart audits and quality assurance activities.

- Works with and communicates with any third party services to complete medical record requests (including but not limited to law offices, payer audits, outside medical offices, ShareCare, etc.). 

- Access and navigate multiple data systems for a single request ensuring that all patient data is collected. 

- Coordinate with front desk, billing, and clinical staff as needed. 

- Maintains strictest patient confidentiality. 

Environmental/Working Conditions

- Normal office environment

Physical/Mental Demands

- Requires sitting and standing associated with a normal office environment. Some bending and stretching required. Manual dexterity using a calculator and computer equipment.

Compliance/Knowledge Requirements

- Knowledge and implementation of HIPAA Guidelines. 

- Knowledge of medical terminology. 

- Support accreditation and regulatory requirements.

- Computer knowledge, including Windows based programs. 

- Ability to maintain patient confidentiality. 

- Ability to communicate with upset and frustrated patients while consistently providing excellent customer service. Demonstrate empathy, concern, good listening skills, and compassion for all patients. 

- Understand and uphold LOS’ code of conduct and culture. 

- LOS employee manual must be read and acknowledgement receipt signed. 

- OSHA Requirements and training to include: *Safety Training.

Qualifications and Requirements

- High school diploma or equivalent (Degree in Health Information Management preferred)

- Previous experience in a medical office or records role preferred

- Familiarity with EHR systems (e.g., Epic, Cerner, MedEvolve, etc.)

- Basic knowledge of medical terminology

- Understanding of healthcare privacy regulations (HIPAA)

- Strong attention to detail and organizational skills

- Basic computer and data entry skills

- Must be able to communicate effectively with physicians, patients and the public as well as be capable of establishing good working relationships with both internal and external customers. 

- Skills in customer service

- Skills in communicating effectively with providers, clinical staff and the public. 

- Skill in establishing good working relationships with both internal and external customers.