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POSITION SUMMARY:

To be fully engaged in providing Quality/No Harm, Customer Service and Stewardship by being responsible for the medical record retrieval processes for key quality reporting functions, such as the Healthcare Effectiveness Data and Information Set (HEDIS) and Risk Adjustment chart requests as well as medical record requests for all Health Plan departments, and will provide excellent customer service by coordinating with provider offices to obtain the medical records. The Record Acquisition Coordinator’s responsibility is to procure selective medical records from the care providers’ medical record repositories. Such selective medical information may be utilized towards patient-specific needs, clinical verification and follow up, collaborative clinical management, and quality reporting. More significantly, medical records are retrieved at the request of coding staff, which are essentially responsible for reviewing and verifying the accuracy of clinical data furnished for coding.

PRIMARY ACCOUNTABILITIES:

Quality/No Harm:

1. Responsible for adhering to HIPPA guidelines to ensure privacy during the retrieval process
2. Maintain security of medical records that are required to be transferred from providers’ offices to their eventual destinations
3. Retrieve, sort, store and track medical records in storage database
4. Complete projects and assignments as requested, sometimes on short notice, requiring reprioritization of workload
5. Proficiently navigate multiple computer applications in order to: Identify patient by name, account number, medical record number or date of service and ability to locate appropriate chart based on that information. Verify accuracy of demographic area.

Stewardship:

• Update and maintain centralized medical record repository while using the available technology and/or equipment to scan, store, and upload records to the appropriate location.
• Exercise efficient time management skills while operating under strict deadlines.
• Ability to work independently and efficiently offsite, with no supervision, while representing the Health First brand.

Customer Experience:

• Establish and maintain relationships with provider office managers and clinicians, while limiting provider abrasion.
• Ability to quickly learn new software types and proficiently extract records accordingly.
• Use appropriate skills to identify needs, offer appropriate solutions, overcome objections, seek closure to issues and provide meaningful feedback to management team or the physician offices when needed.
• Coordinate the medical record retrieval process with provider offices including inbound and outbound phone/fax outreach as well as travel to offices for on-site record retrieval.

QUALIFICATIONS REQUIRED:

• AA Degree, preferably in Health Care, or 3 years’ experience in health information or physician office setting in lieu of degree.
• Valid FL driver’s license and good driving record.
• Exceptional interpersonal relationship skills.
• Knowledge of HIPPA compliance guidelines.
• Conversant with medical terminology.
• Familiarity with functioning of EHR and other practice management systems to help retrieve data instantly.
• Ability to organize and prioritize tasks.
• Proficiency in Microsoft Office suite comprising Word, Excel, and Presentation.
• Excellent verbal and written communication skills.
• Ability to cope with intense travel.

PHYSICAL DEMANDS:

• Ability to travel 50 percent of the work week on behalf of the company requiring a current driver’s license, reliable transportation, and acceptable driving record.
• Traveling around providers’ offices within the designated regions, and scanning and copying medical records as required by the principal coding staff.
• Ability to work flexible and/or long hours, including overtime, using computers, telephone and a variety of other automated office machines.
• Ability to handle work in various office environments.

MENTAL DEMANDS:

• Excellent attendance is required and ability to work a flexible schedule.
• Ability to manage and prioritize responsibilities and goals.
• Ability to work under pressure and meet departmental deadlines.
• Ability to handle multiple tasks with limited time schedules.
• Requires the ability to read a variety of informational documents, State Statutes, Federal.
• Register and related departmental records and reports.
• Requires the ability to apply principles of logic thinking to define problems, collect data, establish facts and draw valid conclusions.

Job: *Health First Health Plans (Health Insurance)

Organization: *HF Administrative Plan Inc

Title: Record Acquisition Coordinator - Medical Records Retrieval

Location: Florida - Brevard County-Rockledge

Requisition ID: 071021