Medical Records Specialist-AZ- Clinic Administration

Midwestern University
June 12, 2023
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Negotigation
Working type:N/A
Ref info:N/A
Job Details Description


The Medical Records Specialist is responsible for providing centralized records management support and coordination of medical records requests for all Midwestern University Clinics. The incumbent will work closely with clinic staff to ensure all medical records requests meet HIPPAA regulations and clinic responses to requests are completed in a timely fashion. The Medical Records Specialist reports directly to the Assistant Director of Patient Accounts.

Essential Duties and Responsibilities

  • Coordinate all daily clinical records functions including supporting and maintaining clinical records and patient privacy, compliance, and adherence to HIPPAA regulations and MWU policies.
  • Utilize the Enterprise Master Patient Index (EMPI) by merging and unmerging patient records, duplicate patient pairs, managing patient identifiers, and correcting charting errors.
  • Answer calls for any medical records requests within the departmental workflow.
  • Transcribe and complete data entry of third party requests into EPIC assigned work queue per established departmental workflows.
  • Review and process assigned work queue in a timely manner per established departmental workflows in the Healthcare Information Management System (HIMS).
  • Process Release of Information (ROI) requests, logging all requests, authorizations, and release requests from patients, providers, and third parties. Supply all parties with the requested medical information in various formats.
  • Accurately create and invoice any fees associated with third party records requests in accordance with established workflows.
  • Utilize HIMS to accurately and efficiently scan and index patient information into their appropriate electronic medical record.
  • Forward copies of clinical records to authorized users according to departmental policies.
  • Communicate with clinicians throughout all MWU Clinics to resolve medical records related issues, and follow-up on missing documentation for pending releases.
  • Track unsigned physician orders and submit requests to overdue physicians for signatures, in accordance with established workflows within the EMR or HIMS.
  • Ensure clinical record systems are maintained in compliance with state, and federal regulations.
  • Maintain comprehensive working knowledge of state, and federal regulations, and serve as a resource for departmental staff.
  • Maintain a comprehensive knowledge of the Electronic Health Record (EHR) system including upgrades and enhancements.
  • Other duties as assigned
  • Supervisory Responsibilities

    This position has no supervisory responsibilities.


    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Other Qualifications

    Must be able to demonstrate that customer service is a high priority. Must enjoy fast paced work environment and must have high level of detail and accuracy. Knowledge of business office practices, procedures, and equipment related to medical records required and also produces timely records releases as requested. Knowledge of HIPAA regulations and compliance with regulations as applicable. Must possess ability to scan / index patient records with accuracy. Must possess excellent interpersonal and communication skills.

    Education and/or Experience

    High School diploma or GED equivalent is required with 5 years of clinical records management experience, preferably in clinical office operations; or a diploma/certificate from an accredited school of medical record management/medical office assistant program with at least 3 years of healthcare related experience. Must have excellent customer service skills and ability to always represent MWU in a positive and professional manner. Must have the ability to maintain patient confidentiality. The ideal candidate will have great communication skills, be detail-oriented, and organized.

    Computer Skills

    Computer proficiency in MS Office (Word, Excel, Outlook) required. Must be proficient with Healthcare Information Systems, and Electronic Medical Records.

    Language Skills

    Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

    Reasoning Ability

    Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

    Mathematical Ability

    Intermediate skills: Ability to calculate figures and amounts such as discounts, interests, commissions and proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

    Physical Demands

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Ability to routinely lift 20 lbs.; vision correctable to 20/20 in one eye, hearing correctable to normal, ability to tolerate prolonged sitting; ability to stoop, stand, use of fingers, hands and arms; ability to tolerate repeated routine tasks.

    Work Environment

    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate (examples: business office with computers and printers, light traffic).

    Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.

    Qualifications Skills Behaviors






    High School or better.

    Experience Licenses & Certifications

    Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

    The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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