MEDICAL SECRETARY II/Medical Records Coordinator

Affiliate Name: Brigham & Women's Hospital
Job Category: Administrative/Medical Secretary
Department: BWH THORACIC SURGERY
Shift: Days
Hours/Week: 40
Job Type: Regular
Employment Type: Part TimeResponsibilities:
GENERAL SUMMARY:The Front Desk/Medical Record Coordinator III ensures the smooth operations of the medical record system. This individual must be highly energetic with strong interpersonal skills. He/She will perform all necessary medical record coordination functions necessary for the complete and efficient management of medical records through the Division. As the first point of contact for the patient in the Division of Thoracic Surgery, must always show professionalism and courtesy.This will include receiving and contacting outside hospitals, clinics and referring physicians for necessary patient information and records. Organizes all patient related information into the patient record. Perform extensive filing and organizing of the charts. He/She will be responsible for ensuring that all privacy laws, particularly HIPAA, are followed when submitting patient information.Provide back up support to the New Patient Coordinator, Post Op/Chart Coordinator and Insurance Referral Coordinator with direct patient contact. Strong computer skills, medical terminology and can multi task and reprioritize as needed.DUTIES AND RESPONSIBILITIES:Primary Responsibilities1. Responsible for maintaining all divisional patient filing. This includes:
' Alphabetically sort all incoming filing
' File all patient material into the correct patient medical record
' Keep all records organized and filed in the main filing system
' Go through clinic daily to retrieve charts and replace in filing system
' Keep filing system neat and organized2. Pull charts and all loose filing each day for chart prep coordinator. Track down any missing charts as needed.3. Coordinate with the Transcription Editor for Medical Records requests. Obtain all office notes out of LMR, loose filing, faxes and correspondence and place into patient's chart in order.4. Process all incoming mail, which includes sorting, distributing into the appropriate mailboxes and notifying staff of package deliveries.5. Maintain off-site storage database, recording all records that are off site. Prepare charts to be sent off to ARMS ' off site storage. Maintain accurate records of all charts off site. Submit requests for off site records to be delivered to clinic as needed. Maintain accurate listing of all deceased patient records in Iron Mountain database.6. Pull and prepare charts as needed for studies, audits or for MD dictation.7. Prepare and Xerox all medical records for medical record requests or releases.8. Provide backup coverage to Front Desk Coordinator.9. Provide backup coverage to Chart Prep/Post op Coordinator.10. Responsible for functioning of all office equipment. If the Xerox machines, fax machines, lights, computers, etc become broken to place work order to get equipment repaired or replaced as needed. Save all receipts and give to manager. Notify manager of any problems within the clinic.11. All other duties as assigned by the Operations Coordinator/Manager or Administrator.REPORTING RELATIONSHIPS1. Directly reports to the Operations Coordinator/Manager of the Division of Thoracic Surgery.2. Consults with IS Director of the Division of Thoracic Surgery for IS related issues.3. Extensive daily communication and contact with several Clinical and Administrative departments of BWH and DFCI.
REQUIREMENTS
QUALIFICATIONS1. Bachelor's Degree preferred. Will consider candidate with Associates Degree and/or combination of experience.2. Applications level software skills including MS Windows 2000, MS Office and BICS preferred.3. Strong knowledge of medical terminology preferred.4. Comfortable speaking with cancer patients and having compassion for their situation5. Minimum 2-3 years experience with direct office experience in a healthcare environment preferred.6. Prefer 2 years experience in ambulatory care or managed care setting. Prefer hospital environment setting experience.MINIMUM SKILLS AND ABILITIES1. Excellent interpersonal skills and flexibility.
2. Excellent oral and written skills.
3. Understanding of and ability to use medical terminology.
4. Computer software and word processing skills including:
MS Word, Excel, and Windows 2000
5. Requires an ability to work effectively with physicians, physician assistants, and other clinical and support staff.
6. Strong communication and organizational skills.
7. Ability to focus detailed concentrated effort to multiple projects and re-establish priorities as necessary.
8. Ability to effectively respond to time sensitive and confidential issues.
9. Initiative and ability to work both independently and as a member of a functional team.
10. Ability to collect and interpret data necessary to complete a patient's chart.SUPERVISORY RESPONSIBILITY:None.