Medical Records Coordinator

Banyan Health Systems has been serving Miami-Dade and Broward Counties since 1970. We provide quality, individualized care to each of our patients. Our system of integrated health services brings together specialized psychiatric care, primary care, pediatrics, geriatrics, and an extensive program of residential and outpatient substance abuse & behavioral health services under one umbrella. At Banyan Health Systems, we believe when individuals are healthy and strong, our communities are better for it.

We are currently looking for individuals who share our mission of integrating primary and behavioral health care while providing access to all individuals. We focus on providing quality and compassionate care in order to assist our patients in living their best life. We are dedicated to the endless pursuit of excellence and treat everyone with dignity, humanity, and respect.

If you share these beliefs and want to join us to make a difference, please take some time to read the post below.

SUMMARY

Support our patient-centered approach to deliver integrated information and customer service while providing administrative and clerical support to the specific assigned department.

ESSENTIAL FUNCTIONS

Manage the operation of the Medical Records Room while maintaining adherence to regulations of the Health Information Portability and Accountability Act (HIPAA), 42 C.F.R. Part 2 (Confidentiality of Substance Abuse records), Chapter 397 F.S. (Substance Abuse Services), and Chapter 394 F.S. (Mental Health Services) and related Florida Administrative Codes.

Utilize electronic information system to identify assigned medical record number, record status, service location, and services received by person served.

Track and order forms and supplies as necessary to maintain clinical records.

Maintain front-desk operations to include answering of phones, taking and communicating messages, and ensuring confidentiality of guests.

GENERAL DUTIES TO COMPLETE ESSENTIAL FUNCTIONS include, but are not limited to the following:

Directly works with all Clinical Directors in Managing the Contracted Funds and assuring their effective utilization.

Maintain medical records schedule and process whereas clinical staff can access medical records.

Maintain medical records in numerical value, last year served, program, and active/non-active status.

Provide medical records to clinical staff through the use of completed Out-Cards and in accordance to Policy QM 121 Use Of Out-Cards.

Ensure records are securely maintained within the medical records room by close of business daily.

Provide medical records upon requests of agency programs in alternate locations in accordance to Policy QM 120 Medical Record Transport.

Conduct quarterly inventory of medical records utilizing active case load lists and quarterly discharge list.

Maintain an inventory, track utilization, and order forms and supplies related to medical records monthly.

Build 50 intake folders monthly.

Files completed documents into active and non-active records within appropriate tab within 5 days of document creation.

Report to the Clinical Director documents submitted for filing after 3 days of creation, not to include documents reviewed and signed by the Clinical Director.

Split records according to Policy QM 125 Splitting Medical Record.

Review discharge records for completeness, utilizing Build A Chart Form, and obtain KIS documents as needed.

Transfer discharged records into non-active format and file into non-active section within 5 days of discharge.

Provide a list of non-active records in need of discharge documents to the Clinical Director daily.

Pull daily clinic records for psychiatric services one night prior to scheduled clinic, when psychiatric services are provided at location.

Archive non-active medical records past one year post-discharge date in accordance to Policy QM 119A Archiving Process.

Answer incoming telephone calls, provide program information, route calls, and take and disseminate messages.

Greet visitors, clients, and staff and ensure they sign-in on visitor/staff logs.

Maintain confidentiality of clients who walk-in or are arriving for scheduled services.

Records all maintained and cancelled appointments in schedule log.

Works on projects as assigned by management.

ESSENTIAL FUNCTIONS:

• QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE: High school diploma, or general education (GED), one year related experience and /or training within customer service or medical records. Associate degree preferred.

LANGUAGE SKILLS: Ability to read, write and speak in English and Spanish (or other languages) helpful. Must be able to read and comprehend simple instructions, short correspondence, and memorandums. Agility to effectively communicate information both orally and written on one-to-one and small group situations to clients and other employees.

MATHEMATICAL SKILLS: Ability to add, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

ORGANIZATIONAL SKILLS: Must be organized and able to schedule work load appropriately without hindrance to client appointments etc.

DECISION MAKING: Must be able to work independently with competent decision making using established criteria and guidelines.

OTHER SKILLS AND ABILITIES: Computer Skills: To perform this job successfully, an individual should have knowledge of Accounting software; Database software; Internet software and Word Processing software.

Job Type: Full-time

Benefits:

• 403(b)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Remote