Medical Records Coordinator

WHITE MOUNTAIN APACHE BEHAVIORAL HEALTH SERVICES, INC.

JOB DESCRIPTION

POSITION:  MEDICAL RECORDS COORDINATOR

CLASSIFICATION CODE: FULL TIME

DEPARTMENT: MEDICAL RECORDS

IMMEDIATE SUPERVISOR:  QUALITY MANAGEMENT PROGRAM MANAGER

STATEMENT OF JOB:

This position is under the direct supervision of the Apache Behavioral Health Services (ABHS) Quality Management (QM) Director. Responsible for ensuring all client records are in compliance with the Health Insurance Portability and Accountability Act (HIPPA), the Arizona Health Care Cost Containment System (AHCCCS), Indian Health Services (IHS), ABHS, Federal, State, Tribal and local requirements. Collaborates with Social Security Administration, Arizona Department of Economic Security, Courts and Funding Sources according to state and federal laws and regulations. This position works collaboratively with QM and other applicable staff to ensure medical records meet all requirements with AHCCCS and IHS including data validation for reports and audits.

DUTIES AND RESPONSIBILITIES:

1. Communicates with QM Program Manager in compliance of monitoring any chart discrepancies or deficiencies.
2. Proficiency in maintaining client records in accordance with HIPAA, AHCCCS, ABHS, Federal, State, Tribal, and local requirements.
3. Provide oversight of content, maintenance, and retention of behavioral health medical records.
4. Assists Medical Record Staff with administrative tasks related to medical records projects.
5. Assists Medical Record Staff, with workload, projects, and timelines.
6. Works with immediate supervisor to ensure the practice/organization has and maintains appropriate privacy and confidentiality guidelines according to State and Federal Laws.
7. Ensure all Policies and Procedures set forth by Medical Records Department is initiated and maintained.
8. Monitors all outgoing medical records copies requested by other agencies with Supervisor’s review and approval.
9. Assist QM Director/Program Manager in monitoring all client medical records being audited; ensuring all required documentation is filed in accordance with the standards adhered to by AHCCCS.
10. Ability to generate reports, documentation, billing or other required information accurately and timely in adherence with ABHS, AHCCCS, and IHS applicable laws and regulations.
11. Maintaining and upholding of Policy and Procedures on Sequestered files.
12. Maintain ethical policies and guidelines as outlined in accepted State ethics laws, rules, policies and principles and as outlined in discipline-specific code of ethics.
13. Provide a positive role model to clients and staff through leadership self-discipline to all clients and staff members must be treated with dignity and respect.
14. Attends all staff meetings, in-service training or other ABHS staff functions as directed.
15. Participation in all required ABHS training.
16. Reports/attends work in timely manner. Must be reliable and communicate directly with supervisor in all matters of attendance.
17. Performs other duties as assigned by supervisor.

MINIMUM QUALIFICATIONS:

1. Bachelor’s degree in a field related to behavioral health or has a bachelor’s degree and at least one year of full time behavioral health experience;  or has an associate’s degree and at least two years of full time behavioral health work experience; or has a high school diploma or high school equivalency diploma and: 18 credit hours of post high school education in a field related to behavioral health completed no more than four years before the date the individual begins providing behavioral health services and two years of full time behavioral health work experience; or high school diploma or high school equivalency diploma and four years of full time behavioral health work experience.
2. Proficient written and oral communication skills; ability to speak the Apache language preferred.
3. Demonstrate critical thinking, problem-solving and organizational and time management skills with ability to work independently, with flexibility within prescribed deadlines.
4. Excellent interpersonal skills with an ability to work effectively and harmoniously with a wide range of people, teams, managers, supervisors.
5. Technology/computer proficiency, including basic computer skills which include MS Office, copy machine, scanner and fax machine/software.

Preferred:

1. At least 3 years’ experience working with Native Americans.
2. Must have a valid driver’s license and reliable transportation.

**NOTE: Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act (Title 25, U.S. Code, Section 472 and 473).

ESSENTIAL FUNCTIONS

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

Constant: standing. Frequent: repetitive use of hand, walking, standing, bending neck and waist, squatting, climbing, kneeling, twisting neck and waist, simple grasping of left and right hand, power grasping right and left hand, fine manipulation right and left hand, pushing and pulling right and left hand, reaching above shoulder level, reaching below shoulder level, lifting objects weighing up to 25 pounds from below the waist to a height of 3 feet. 

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.  The employment is considered “at will” and agree that my employment can be terminated with or without cause and with or without notice at any time at the option of either me or the company.