The Medical Record Area Specialist position provides coverage in the Medical Records Department in any area needing assistance, including (but not limited to): Reception desk duties; assisting with release of information; processing discharge days; scanning/validating patient charts and paperwork; assembling or analyzing charts and assisting physicians, staff/ancillary departments with EPIC related questions.

This Specialist position is primarily responsible for greeting and assisting visitors entering the Medical Records Department. As our departments Front Desk Specialist, this position handles the majority of the telephone calls and requests from patients, physician’s offices and other hospital departments and is able to assist our ROI Specialist with subpoenas and authorizations.  This position is able to apply knowledge of databases to operate and support applications including Epic and Onbase. The Front Desk Specialist is patient/public facing and requires the ability to multitask in a fast paced hospital environment.

This position requires the full understanding and active participation in fulfilling the mission of Saddleback Memorial Medical Center. It is expected that the employee demonstrate behavior consistent with the core values. The employee shall support Saddleback Memorial Medical Center strategic plan and the goals and direction of the performance improvement plan.

Essential Functions and Responsibilities of the Job

1. Provides excellent customer service, answer phones, assist and direct incoming callers and walk-in customers to the HIM department
2. Processes release of information requests and performs receptionist desk duties while following required and appropriate HIPAA regulations and privacy guidelines
3. Coordinates with various other departments to ensure workflows are properly executed and completed in a timely manner
4. Assists other department Specialists with chart assembly and scanning as time permits
5. Ability to be at work and be on time
6. Follows company policies, procedures and directives
7. Interacts in a positive and constructive manner
8. Prioritizes and multitasks

Essential Job Outcomes

1. Attends department-specific education/training, in services, and staff meetings.
2. Demonstrates the ability to process “release of information” staying within HIPAA and Meaningful Use guidelines.
3. Assists physicians and ancillary departments with chart completion to comply with state regulations.
4. Demonstrates knowledge of mandatory medical records documentation elements.
5. Demonstrates the ability to utilize Epic, Onbase and Plato computer systems.
6. Actively participates in department functions to enhance daily operations in any area of HIM needing assistance.
7. Other duties as assigned.