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Medical Records Technician

The role of the Medical Records Technician (MRT) includes, but is not limited to the following responsibilities: 1) to locate, duplicate, organize and dispense requested medical records within established time constraints; 2) to assist with the transfer of records from business office to offsite storage location; 3) to provide clerical and administrative support to Posting and Refunds section; and 4)  and to perform other duties within the billing office as assigned by the Reimbursement Section Supervisor (RSS) based on business requirements.

Work Hours:

The normal work-week is 35-40 hours/week full-time, Monday through Friday as scheduled. Occasional overtime or variations (including evenings and Saturdays) may be required or authorized.

Education & Training:

  • Must have High School diploma or GED
  • Must have one of the following:
    • 2 years of related work experience
    • Certificate in related field plus 1 year work experience

Driver and Reimbursement Requirements:

A valid state driver’s license, personal vehicle, vehicle insurance and a good driving record are required. Position requires travel and is authorized for mileage reimbursement.

Essential Knowledge, Skills & Abilities:

  • Must possess good customer service skills
  • Must be organized, detail oriented and able to adapt quickly to stressful work environment
  • Must be able to work in team environment, as well as independently
  • Must be able to communicate effectively in English (grammar, spelling, writing, and verbal skills)
  • Must possess effective reasoning and deductive ability
  • Must be able to read, correctly interpret and follow written guidelines/protocols
  • Must be able to learn and apply new skills
  • Must be able to maintain confidentiality when dealing with medical information
  • Must possess good computer and keyboarding skills: Microsoft Word preferred; Excel and Outlook preferred
  • Must possess average typing skills (required)
  • Experience using a 10-key adding machine preferred
  • Basic knowledge of medical record protocol preferred
  • Basic knowledge of CPT and ICD-9 codes preferred
  • Knowledge of medical terminology, its spelling and abbreviations preferred
  • Medical software experience preferred
  • Ability to communicate in Spanish helpful

Essential Job Functions & Duties:

  1. Alphabetizes and files
  2. Creates and maintains files as needed
  3. Pulls, photocopies, and organizes records (charts, EOBs and receivables, etc.) as requested
  4. Organizes and faxes materials
  1. Logs new medical record requests daily and updates existing requests still pending as needed
  2. Verifies authorization to release records
  3. Identifies type of records being requested
  4. Retrieves and copies records from off-site storage facility
  5. Creates and faxes invoices for medical records services
  6. Processes Subpoenas, Depositions and Affidavits as requested
  7. Faxes, mails, emails and saves to disk requested records (if payment is required, holds records until payment is received)
  8. Testifies in court to present medical records into evidence as required by law
  9. Maintains paper or electronic documentation of records provided
  10. Maintains knowledge of current laws (HIPPA and others) that govern release of medical records through continuing education
  11. Maintains storage files and x-rays
  12. Answers Medical Record phones
  1. Interacts with staff members professionally
  2. Follows company policies and procedures (time and attendance, appropriate attire, etc)
  3. Correctly uses office equipment
  4. Works safely
  5. Other duties as assigned
  6. Must be punctual and reliable in attendance

Customer Service Skills:

  1. Answers questions from internal and external customers in a professional manner
  2. Responds to requests from internal and external customers in a professional manner
  3. Meets the service expectations of patients
  4. Resolves problems identified by patients
  5. Meets the service expectations of internal customers
  6. Resolves problems identified by internal customers
  7. Meets the service expectations by external customers
  8. Resolves problems identified by external customers
  9. Follows through on commitments
  10. Interacts with co-workers in other departments in a manner that promotes teamwork and facilitates company goals

Working Conditions & Risks:

Work is indoors in a well lighted, and seasonally heated and cooled business office. Job hazards are estimated to be minimal (low risk). Potential risk exists from accidents while using routine office equipment.

Physical Requirements:

Position requires occasional need to lift heavy (5-30 lbs.) boxes from chest height to floor. Prolonged sitting, sorting, moving about and intermittent typing approximately 4-6 hours per day routinely. Good vision, good hearing, and clear speech required (correctable). Repetitive motions consist of extended periods of upper body and upper limb movements (arms, hands, and wrists) prolonged use of phone and computer. Must be able to maintain balance on step or extension type ladder to pull records or obtain files.

  • Strength Requirements: Light to Medium work – lifting and opening boxes weighing 30 pounds; must be able to lift from floor to waist level occasionally.
  • Required body position(s): standing and moving about for long periods of time; work while sitting at desks and using computers for prolonged periods of time; walking on carpeted, tiled, concrete, asphalt and other various surfaces.
  • Staff Agility: Position requires lifting of objects from one level to another, from floor to shoulder height.
  • Climbing and/or Balancing: Maintain balance over carpeted, tiled, concrete, asphalt and other various surfaces. Occasionally will need to use step ladder that has a 200lb and extension type ladder that has a 250lb limitation.
  • Stooping and Bending are required to pull stored records. Squats required for lifting items from floor area.
  • Reaching: Position requires reaching horizontally, up, down and to the side to obtain records. Repetitive motion consists of extended periods of upper body and upper limb movements (arms, hands and wrists).
  • Talking (correctable): must be able to speak plainly enough for listener to understand conversational tone of voice at a five (5) foot distance when communicating with others.
  • Hearing(correctable): must be able to hear conversational tone of voice at five (5) foot distance
  • Seeing (all correctable): Must be able to see people coming and going. Must be able to read and understand printed material (in English).

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