Medical Records Representative - AZ - Animal Health Institute

Summary

The Medical Records Representative reports directly to the Manager of Patient Accounts and is responsible for records management for all practices within the Animal Health Institute. This includes ensuring all medical records comply with the standards established by the Animal Health Institute. The Medical Records Representative will conduct routine audits, validating the accuracy of AHI medical records.

Essential Duties and Responsibilities

• Ensure all medical documents, including lab/imaging/consult reports, phone messages, and other paperwork, are completed and signed by the appropriate providers
• Copy, scan, and/or electronically upload documents for individual patients including but not limited to lab/imaging/consult reports and consent forms into the electronic medical record system
• Download and/or upload digital radiographs and distribute, as necessary
• Print all record packets and send out consent forms for new patients
• Provide excellent customer service by responding to client requests for documentation via photocopy, fax, or email
• Conduct routine audits of scans to ensure documents meet departmental standards
• Request medical records from referring veterinarians
• Submit and respond to all referring veterinarian (rDVM) record requests in a timely manner
• Monitor the AHI email for new records by reviewing reports received from other clinics, identifying patients in an existing EMR or creating new profiles and uploading all incoming records into the EMR
• Collaborate with the IT department on resolving issues related to medical records management
• Train AHI staff on how to process medical records accurately and within departmental standards
• Answer phones, take messages, make, and reschedule appointments on patient’s behalf
• Greet patients, and provide a welcoming environment, assist with resolving any general questions patients may have
• Maintain the office by ordering and stocking office supplies
• Assist with opening and closing the clinic work areas as needed
• Maintain an organized and neat work-area
• Must treat all employees, students, and clients with a high level of respect while providing excellent customer service, following the guidelines of MWU and the Animal Health Institute
• Provide support for other MWU clinics as needed
• Other duties as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance.  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.

Other Qualifications

Must be able to demonstrate that customer service is a high priority.  Must enjoy fast paced work environment and must have high level of detail and accuracy. Knowledge of business office practices, procedures, and equipment related to medical records required and also produces timely records releases as requested. Knowledge of HIPAA regulations and compliance with regulations as applicable. Must possess ability to scan / index patient records with accuracy. Must possess excellent interpersonal and communication skills.

Education and/or Experience                                                  

High School diploma or GED equivalent is required with 2 years of medical record management experience.  Or a diploma/certificate from an accredited school of medical record management/medical office assistant program with at least 1 year of healthcare related experience. 

Computer Skills      

Computer proficiency in MS Office (Word, Excel, Outlook) required. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to routinely lift 20 lbs.; vision correctable to 20/20 in one eye, hearing correctable to normal, ability to tolerate prolonged sitting; ability to stoop, stand, use of fingers, hands and arms; ability to tolerate repeated routine tasks.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate (examples: business office with computers and printers, light traffic).

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.