Medical Records Director

POSITION SUMMARY:

Responsible for directing and maintaining health information, medical supplies and inventory systems.

Provides coverage to answer phones and greet visitors. The person holding this position is held

accountable for carrying out the assigned duties and responsibilities in accordance with current existing

federal and state regulations and established company policies and procedures.

ESSENTIAL DUTIES/RESPONSIBILITIES:

1. Organizes, files and maintains medical records daily and upon discharge

2. Cleans and maintains chart binders and dividers

3. Rotates medical records annually and tags for shredding according to facilities destruction policy

4. Audits physician visits and notifies physician of required visits

5. Maintains file cabinets, copies, orders, and stocks all forms as needed

6. Prepares envelopes for mailing to physicians

7. Tracks return of telephone orders, reviews for signature and date and files in medical record

8. Faxes and retrieves faxes for the nursing department and distributes to the appropriate individuals

9. Prepares admission/re-admission chart packets

10. Audits charts to ensure proper order and complete information as necessary

11. Audits discharge records to ensure all records are complete before filing

12. Prepares resident hall roster and distributes

13. Photocopies as necessary

14. Greets, assists and directs residents, visitors and providers personally and by phone

15. Photocopies under the direction of HIPAA privacy office, any records required to be sent for

insurance, legal or other purposes

16. Maintains resident confidentiality

17. Any other duties assigned by Administrative staff

KNOWLEDGE/SKILLS & ABILITIES:

1. Knowledgeable of resident rights

2. Knowledgeable of HIPPA laws and ability to keep strict confidentiality

3. Ability to meet and greet the public with the ability to answer any question they may have

4. Ability to work with others and/or independently

5. Ability to understand medical terminology and abbreviations

6. Must be proficient in computer skills

7. Must possess good phone etiquette, a positive and friendly attitude and excellent communication

skills

Medical Records Director 2

8. Must show the ability to read, write and understand English in order to follow oral and written

instructions

9. Must treat residents with kindness, dignity and respect.

10. Ability to remain calm and flexible in handling difficult situations

11. Ability to attend and participate in orientation, training, educational activities and staff meetings

as required. Must have the ability to understand and apply training and in-service education

EDUCATION/EXPERIENCE:

Must be at least 18 years of age. Must have at least 1 year of experience in Medical Records. Medical

Record Clerk Certificate preferred. Must meet health assessment requirements, including two stage

Mantoux skin tests and one-step annually thereafter.

PHYSICAL DEMANDS:

Walking, reaching, bending, lifting up to 30 pounds, grasping, hearing (with or without aid), fine hand

coordination, pushing and pulling. Must be capable of performing the essential functions of the job, with

or without reasonable accommodations

WORK ENVIRONMENT:

Nurses’ station, medical records room and supply room. Areas are heated and cooled.

1. Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, postdisaster, etc.)

2. Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well

as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants.

3. Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS

and Hepatitis B viruses

4. May be subject to the handling of and exposure to hazardous chemicals

5. May be necessary to assist in the evacuation of residents during emergency situations

JOB PERFORMANCE CRITERIA

• Professional:

• Respectful:

• Efficient:

• Productive:

In all behaviors, presentation of oneself and dress (as

appropriate to job)

To all residents, all employees (supervisory and nonsupervisory), all visitors and all callers

In management and decision making of work hours, assigned

projects, duties, and responsibilities

In completion of assigned projects, duties, and responsibilities

with required timeframe

• Protect Confidentiality Of all data accessible to this position

• Accountable To supervisory and administrative staff in adherence to and

implementation of Human Resources policies/procedures,

department operating standards, and federal, state, and

local regulation, as well as set a schedule for the font desk receptionist and supervise over that staff.