We are seeking a detail-oriented and dependable Medical Records Technician to join our growing team and play a vital role in supporting high-quality patient care behind the scenes. This position ensures the creation and maintenance of accurate, complete electronic medical records and that appropriate patient records are readily available for scheduled clinics. Responsibilities include processing and documenting medical records releases and referrals, responding to requests for add-on patients, and reviewing patient charts post-visit to confirm all information is complete. The role also manages incoming and outgoing mail as needed and routes information to clinical team members or providers to support efficient, coordinated care.

Essential Job Functions and Responsibilities

• Prepares and maintains electronic medical records for upcoming patient visits according to chart prep guidelines; secures and reviews all necessary records from referring/other offices, imports and electronically files incoming information into the electronic record and distributes to appropriate parties as needed.
• Responds to requests for add-on patient visits; works with clinical care teams and providers to ensure that records are available for add-on patient visits and responds to related phone calls during the day.
• Reviews patient charts post-visit to ensure all disclosure forms, authorization of care forms, and related items are signed and dated according to policy, and scans and files any information that was not imported into the electronic medical record. Assures information required to successfully measure and report care quality measures are properly documented.
• Processes interoffice mail and incoming faxes accurately and efficiently, and tasks mail to clinical team members or providers as required.
• Processes and documents medical records releases and referrals and ensures all necessary medical record release forms are on file as needed.
• Verified lab/radiology results to lab/radiology orders and contacts the appropriate clinical team regarding any errors.
• Updates EPIC chart with appropriate recall status for patient procedures.
• Responds to electronic tasks in a timely manner.
• Responds to deliveries and ensures the correct individual receives delivery.
• Assists to develop policies and procedures that aide in the maintenance of medical records functions and offers suggestions to improve department efficiency.
• Gathers information for chart audits as assigned.
• Takes minutes for HIM team meetings as needed.
• Responds to electronic tasks in a timely manner.
• Performs other duties as assigned.

Minimum Qualifications

• Education
• High School diploma or equivalent required.
• Advanced training or certification in medical records management, transcription, medical secretary or related medical field preferred.
• Licensure/Certification
• n/a
• Experience
• One year of experience in an office/clerical role, specifically medical records, medical billing or insurance, or transcription preferred.

Competencies Required

• Knowledge
• Working knowledge of medical terminology.
• Knowledge of state and federal records release requirements.
• Skills
• Possesses interpersonal, communication, and listening skills necessary to deal effectively and courteously with patients, physicians, and all staff members.
• Proficient computer skills working in an Electronic Medical Record (EMR) and Microsoft Word and Excel.
• Demonstrates professionalism and respect in all forms of communication and correspondence.
• Abilities
• Ability to maintain strict confidentiality of health information.
• Ability to work in a fast paced, multi-tasking environment and cope with rapidly changing demands while working as a team member.
• Ability to gather information and accurately prepare medical records files