General Statement of Duties:
Performs a variety of moderately complex medical records, receptionist and clerical tasks. This position is directly responsible to the Clerical Services Manager. Assists in planning and implementing the medical record keeping system. Technical knowledge of applicable legal requirements, confidentiality, laws, regulations and standards is required. The person in this position must exercise considerable discretion due to regular exposure to confidential client information in the context of the medical record. This position requires excellent telephone and interpersonal skills, ability to organize and prioritize tasks, and manage a high volume workflow that involves competing demands. The person in this position performs a variety of clerical duties in support of agency Administrative and Clinical staff, making of responsible decisions in accordance with established policies. Considerable judgment and appropriate actions in dealing with staff and clients and the general public is required. Must be able to work independently and maintain client confidentiality.
This position is classified non-exempt under the provisions of the Fair Labor Standards Act.
Major Essential Functions:
Job duties will evolve and may change based on agency demands.
Coordinates the day-to-day operations of the records area and monitors client record-keeping system. Monitors procedures to ensure confidentiality of client information according to CSB policy; assists with controlling access and distribution of client records to authorized individuals.
Oversees responses to requests for information in collaboration with clinical staff and ensures compliance with applicable legal requirements.
Ensures filing/scanning is done accurately and in a timely manner.
Actively participates in ongoing development of scanning processes and procedures.
Assists with frontline receptionist duties – greeting consumers, general public, and telephone
callers, directing them to proper person or area, and generally managing traffic flow; checking in clients, verifying/updating client information, collecting payments/fees,
distributing forms; scheduling appointments in electronic health record for Clinical/Medical staff.
Provides excellent customer service to clients, staff, and visitors, and front desk coverage and support; displays a positive attitude and projects a welcoming, professional image.
Assists in a wide range of general duties, e.g. copying, mail processing, etc.
Maintains effective relationships with co-workers and customers based on courtesy, compassion, and respect.
Makes effective use of available technology, including computers, e-mail, and voicemail in order to enhance customer service.
Performs other duties and special projects as assigned, consistent with established policies and procedures.
Required Knowledge, Skills, and Abilities:
Thorough technical knowledge of medical records science, principles and methods; knowledge of confidentiality standards, laws and practices associated with medical records; ability to maintain confidentiality; exceptional customer services skills; ability to operate multiline telephone system; proficiency in working with an electronic health record, including appointment scheduling; demonstrated ability to communicate effectively with customers, both in person and on the telephone, and interact positively with staff, clients, and general public; thorough knowledge of office procedures and equipment, business arithmetic and English; ability to understand and follow complex oral and written instructions; excellent communication and interpersonal skills; ability to work as a team member, within the department and within the agency; ability to use good judgement, exercise tact, and be courteous under sometimes difficult conditions; dependability; flexibility; attention to detail and proactive identification of potential risk; good organizational skills; ability to handle multiple priorities; ability to work independently; ability to make decisions and initiate action based on established policies and procedures; ability to seek and use supervision appropriately. General knowledge of the behavioral health field and professional terminology is preferred.
Minimum Education and Experience:
Completion of high school, preferably supplemented by college or business school courses; plus two years of progressively responsible experience in administrative/clerical support work with demonstrated Medical Records experience; OR any
equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
Equipment: Multiline telephone system, PC, designated software, copy machine, fax machine, postage meter and document scanner.
Work Environment: General office environment with normal lighting levels, temperature ranges, air quality, ventilation, and noise levels.
Work Location: 1241 North Main Street.
Work Hazards: Standard hazard associated with repetitive motion necessary for data entry/keyboarding and also with light lifting/stretching associated with retrieval/storage of records; standard hazard associated with human services environment.
Work Schedule: Monday through Friday, regular office hours; some evening hours as scheduled; additional hours as needed to perform job requirements. Regular attendance is required.