Medical Records & Support Coordinator

The Medical Records & Support Coordinator is responsible for functions as a support member of the ACI team in compiling member medical records, and submitting the requests via secure fax and encrypted file with password protected following HIPAA guidelines (Health Insurance Portability and Accountability Act of 1996) and Health Texas policy and procedure for medical record retrieval and release of member PHI (Protected Health Information) to business partner entities or others. The duties require accurate and timely data entry, tracking records for data submission, answering correspondence and phone calls, producing routine and special reports, utilizing computers and office machines. Other administrative responsibilities or special projects, not limited may be assigned by Director of HCC coding/ACI as needed. The medical records and ACI Support coordinator is responsible for safeguarding patient records in line with State and Federal regulations. This position must be compliant with and maintain strict confidentiality of patient health information.

In addition, you will be responsible for contributing to the growth and success of HealthTexas while upholding our Mission, Vision and Values.

Culture and Values Expectations

At HealthTexas, we believe that our workplace culture is the cornerstone of our success. We are committed to fostering an inclusive, collaborative, and innovative environment where every Associate feels valued, empowered and motivated to reach their full potential. Our culture is the driving force behind our mission "to deliver quality and compassionate care with outstanding service, every patient, every time". As a Medical Records & Support Coordinator at HealthTexas we expect you to embody and promote our Values and defined behavioral expectations.

• Integrity: Do the right thing, the right way, every time.

• Be honest and uphold commitments and responsibilities, earn the trust and respect of the team and those we serve, and maintain privacy and confidentiality.

• Compassion: Treat everyone with respect and dignity.

• Foster an environment of inclusivity and well-being, practice patience and empathy, and assume positive intent.

• Synergy: Collaborate to improve outcomes.

• Invite and explore new opportunities, promote effective communication and teamwork, take pride in yourself, your work and HealthTexas.

• Stewardship: Use resources responsibly and efficiently.

• Implement effective strategies to attain goals, achieve maximum productivity and results, and seek continuous knowledge and improvement.

Essential Job Duties & Responsibilities

• Review patient records for timeliness, completeness, accuracy, and complete requests for the release of medical records.
• Responsible for gathering, processing, maintaining medical records, and managing medical record requests with ethical, legal and regulatory requirement of Health Texas.
• Plan, organize, prepare, and submit medical record requests via secure fax or encrypted file for Subpoena, pharmaceutical issues, Texas Medical Board, and health plan audits.
• Ensure work/assignment areas are clean, records and files are properly stored in accordance with established policies and procedures before leaving such areas on break or end of work day etc.
• Must maintain confidentiality of Protected Health Information (PHI) at the times.
• Maintain continuity of day-to day work operations by documenting and communicating actions, and reporting any irregularities.
• Review, analyze and evaluate medical records for completeness, accuracy and compliance with State and Federal regulations.
• Stay abreast of all health information management policy changes that occur Medicare, private insurance and other payers.
• Provide assistance with all special projects such as reviewing and compiling selected member medical records for HEDIS and CMS Star audits, risk adjustment data validation (RADV) audits conducted by Health Plan, CMS or within Health Texas Department.
• Generate and monitor internal and external data reporting from the audits and provide the reports to Director of ACI.
• Provide excellent customer service with great interpersonal skills to all internal and external customers.
• Assist HTMG associates (Quality/ACI department) to call patients for scheduling office visits as needed.
• Performs other administrative duties assigned by Director of HCC coding/ACI.

Experience

• 2 years healthcare experience with coding, claims, clinical document or other clinical healthcare experience.
• 1 year experience with an Electronic Health Record, e-faxing system and electronic mail.
• Basic knowledge of ICD-10 coding guidelines and medical terminology is a plus.
• Advanced PC skills to include the following software programs: Word, Excel, Access and PowerPoint.
• Must be familiar with basic navigational knowledge of electronic medical applications such as eClinicalWorks, Epic, Allscript.
• Must maintain a high level of productivity, confidentiality and comply with all organizational policies regarding ethical business practices.
• Must have ability to follow through timely on assigned tasks.
• Strong experiences and background in medical records retrieval.
• Work with integrity, cooperation and dependability is a must.

Education

• High School Diploma or Certificate in Health Information Technology through the American Health Information Management Association (AHIMA) or Community College.
• Associate Degree or Register Health Information Technician (RHIT) preferred.

Knowledge, Skills & Abilities

• Must have strong attention to detail to ensure patient records are complete and accurate.
• Must have strong knowledge of medical records regulations and release of health information.
• Must be compliant with HIPAA regulations and maintains confidentiality of patient records information
• Able to work independently at a fast-pace environment, self-directed and highly motivated.
• Demonstrate organizational and time management skill sets, quality and precision.

Work Hours, Travel Requirements

• Monday - Friday, 8:00 a.m. - 5:00 p.m., and as needed to complete projects.
• Travel to medical offices may be necessary for the purpose of providing benefit education.

Working Conditions & Physical Requirements

• Position duties require prolonged sitting, some bending, stooping and stretching. Involves frequent contact with staff, providers, and patients. Requires working in a multi-tasking environment and under stressful conditions where constructive criticism from others is encouraged.
• Requires prolonged sitting, some bending, stooping and stretching and occasional lifting up to 50 pounds.
• Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.
• Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports.
• Normal office environment.