Northwest Health Services, Inc.

Title/Position: Medical Records Assistant, PECS Data Entry and Patient Access

Assistant Float

Supervisor: Site Manager

Described Duties:

  1. Work cooperatively with Northwest Health Services providers and personnel to carry out the goals and objectives of Northwest Health Services Inc. according to established policies and procedures.
  2. Pull charts for scheduled appointments in advance.
  3. Deliver, transport, sort and file returned charts and medical record reports in the appropriate section of medical record.
  4. Continually check for and re-file misfiled charts. Maintain orderly files.
  5. File all medical reports. Purge obsolete records and file in storage, as needed.
  6. Make up new patient charts; repair damaged charts, assist in locating and filing reports.
  7. Pull charts needed for patient messages and turn over to clinical personnel in a timely manner.
  8. Duplicate medical documents and forms as directed.
  9. Enter data into PECS; including, labs, diagnoses, vitals, medications, vaccinations, risk factors, education, dx. testing, consults, for NEHC, Savannah, KingCity, Cainsville, Braymer, Hamilton and Wathena.

As Patient Access Assistant:

  1. Receive all patients and visitors pleasantly and effectively.
  2. Handle telephone communications, including
  1. making patient appointments,
  2. making reminder phone calls day prior to a scheduled visit,
  3. screening emergency patients,
  4. making follow-up calls for “no shows”,
  5. answer inquiries relating to services,
  6. routing calls as necessary.
  1. Collect patient’s personal, responsible party and MCR/MCD/INS data for purpose of setting up patient in the computer system
  2. Check patients in upon their arrival for appointments, and verify patient's personal data and up-date information in computer. Verify patient’s address, phone number and billing information each visit.
  3. Collect co-pays and payments and issue receipts as necessary.
  4. Process payments from patients and make bank deposits on a daily basis.
  5. Assist patients with questions regarding charges and billing in a pleasant and courteous manner, or refer patient to appropriate source of information.
  6. Inform and assist patients with the Sliding Fee Program. Enter Sliding fee information in computer.
  7. Monitor account history of each patient being seen for indications of PAST DUE status or history of BAD DEBT. Establish payment schedule when appropriate.
  8. Code careslips using ICD 9 and CPT then enter charges in computer.
  9. Open, stamp date received, sort and distribute mail daily.
  10. Keep work area neat and organized for proper completion of work tasks.
  11. Complete workman’s compensation, disability, vo-rehab, and DFS requests for information.
  12. Photocopy medical records per patient requests.
  13. Attend and actively participate in meetings and in-services as required.
  14. Maintain patient confidentiality at all times.
  15. Perform related work as required.

Essential Job Functions:

  1. Must be able to talk, see, hear, read, stand, kneel and bend.
  2. Must be able to push, pull and lift at least 50 pounds.
  3. Requires normal vision and the absence of color-blindness.
  4. Must demonstrate tact, patience, and good communication skills in dealing with patients and office staff.
  5. Must possess cognitive skills necessary to read ability to distinguish letters or symbols, and interpret a variety of instructions furnished in oral or written form.
  6. Maintain professional appearance and attitude at all times.

Qualifications:

  1. Possess high school diploma or equivalent.
  2. Experience in clinical environment recommended but not required.
  3. Possess light typing skills, computer knowledge helpful. Must possess hand eye coordination and manual dexterity.

Wage/Salary Classification:

Privacy Clearance Code: 3-B

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required by their supervisor.

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I have read and understand this job description.

Approved: ______

Supervisor/HR SignatureDate

EMPLOYEE ACKNOWLEDGMENT:

I understand that in the course of my employment with Northwest Health Services, Inc., I may have access to or become aware of confidential medical/wage/disciplinary and/or personal information concerning the patients, families, and/or co-workers at the sites operated by Northwest Health Services, Inc. I understand that this information has been obtained and recorded for the purpose of the patient’s medical treatment and/or personnel documentation, etc. I agree that I will use this information only for the purpose of my job responsibilities and that under no circumstances will I disclose any information about any patient or co-worker to any unauthorized person.

I also understand that any violation of this policy may be grounds for termination of my employment with Northwest Health Services, Inc.

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Employee’s Name (Print)Employee’s Signature

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Date

Employee\WilliamsKatie\Medical Records Assistant - 08/061