This position is responsible for the day-to-day operations within the HIMS Department. These tasks include a
variety of duties such as maintaining client files, entering diagnoses and financial paperwork, data entry, and
ordering/maintaining and issuing supplies. This position may also be responsible for answering telephones,
routing calls, responding to inquiries, and providing information about the Center. While performing a wide
range of clerical duties, this position is also responsible for ensuring maintenance of sensitive and confidential
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Includes the following. Other assignments, projects, and duties may be required
Sort, file, retrieve, maintain and collate a variety of medical records and information such as privacy
documents, diagnoses, labs, correspondence, court records, clinical notes, and school records into patient
medical record (which may be in physical or electronic form) in appropriate sequence and in accordance
with established procedures and with close attention to proper authorization to release.
Prepare charts and assemble necessary documents for new clients and readmits using established
Process requests for medical records of information with close attention to proper authorization to
release. Respond to staff e-mails regarding medical record needs. Log and process all correspondence
and records requests within prescribed time limits.
Examine medical records for completeness ensuring all required information is included; note any
deficiencies and refer to supervisor for follow up.
Complete transfer requests to other clinicians or programs according to established procedures.
Complete client discharges for both inpatient and outpatient settings for assigned location with accuracy
and according to established procedures.
Manage discharged clients charts including pulling charts from storage for readmits and correspondence.
Destroy medical records that meet state and federal standards for destruction, log information according
to established procedures.
Enters DARMHA/CANS/ANSA information into the computer.
Answer telephone calls and provide routine information of a general nature. Routing calls to others
Attend court hearings when required by subpoena.
Assist in assembling documentation for audits.
Perform other related duties as assigned.
Cross train and rotate critical jobs to maintain skills.
Must be able to demonstrate competency in the following areas:
This position requires excellent communication skills, both oral and
written. A person in this position must be able to provide clear, concise and detailed
communication and documentation in a professional manner.
2.Patient Safety: Does not apply.
3.Confidentiality: This position is responsible for processing clients through a continuum of care
and must be able to follow all legal guidelines (including HIPAA) regarding documentation and
protection on patients' rights and information.
This position requires constant use and interactions with computers and
databases. A person in this position must be knowledgeable and comfortable with these and able
to learn and adjust to new processes as needed.
5.Customer Service: This position requires exemplary customer service skills to both internal and
external customers. A person in this position must be courteous as well as cooperative in all
dealings and maintain a positive attitude and a harmonious work environment.
Does not apply.
7.Infection Control: A person in this position must be able to comply with all current Infection
Control Policies and annual training requirements.
QUALIFICATIONS AND REQUIREMENTS:
1.Education: At minimum a High School graduate or GED. A degree or further education in
healthcare or healthcare management preferred but not required.
2.Experience: Preferred but not required.
a. Knowledge of data entry processes.
b. Ability to maintain confidentiality.
c. Must be able to prioritize work and remain flexible.
d. Ability to assess and prioritize duties and functions.
e. Excellent Verbal and Written Communication Skills.
f. Basic computer skills.
g. Must have excellent keyboard skills, stressing accuracy first then speed.
a. Demonstrate maturity and ability to follow through with complex tasks and minimal
b. Must possess positive attitude and be able to cooperate with multiple departments.
c. Must be able to read, write, alphabetize, and possess basic math skills.