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Client Records Coordinator/Evening Receptionist

Hours: Monday – Thursday 11:30am to 7:00pm; Friday 8:30am to 5pm (37.5)            

Position Summary: Responsible for the maintenance and coordination of the Client Records Department for Agency programs in a manner that is consistent with medical, administrative, ethical, legal and regulatory requirements of the health care system.   Maintains records of client care by compiling, reviewing, filing and scanning documentation.   Ensures the quality of medical records by verifying their completeness, accuracy and proper entry into computer systems.  Maintains and applies a retention schedule for inactive, archived records.  Processes all releases of information in compliance with State and Federal laws.   

Provides evening support of the Main Reception desk, including checking-in clients for appointments, accepting payments and securing the building at end of shift, as required.

Provides coverage support on an as needed basis to the Clinical Services desk.

Qualifications: Bachelor’s degree and/or Registered Health Information Technician (RHIT) certification preferred.  High School Diploma with extensive experience acceptable. Three years experience in coordinating and maintaining client records.  Exceptional skill in office procedures including filing, use of telephone, fax, copy machine, and Microsoft Office products.  Ability to develop, implement and maintain records (both paper and electronic) for multiple programs and providers utilizing industry standards and best practices.  Exceptional organizational skills and attention to detail required. 

This position requires that the individual be able to access files in various locations, requiring the ability to bend, kneel, stretch and lift a minimum of 35 pounds repeatedly and continuously during the course of the work day.

Competencies & Duties:

  • Knowledge of client confidentiality procedures, including an understanding of State and Federal regulations (i.e. HIPAA) and record keeping requirements and ability to adhere to requirements.
  • Knowledge of, and sensitivity to, cultural, ethnic, racial, and social economic issues.
  • Demonstrates knowledge and commitment to the Agency’s mission, vision, values and goals through leadership of assigned functions and participation in a wide variety of organizational activities.
  • Demonstrates understanding of job description, performance expectations, and competency assessment plan
  • Adheres to work schedule and maintains a high quality of work, with the ability to adjust schedule to meet department needs.
  • Ability to develop specific goals and plans to prioritize, organize, and accomplish work independently.
  • Ability to manage high volumes of records and documentation (both hard copy and electronic) accurately, thoroughly and in a timely manner.
  • Ability to maintain consistent focus on detail.
  • Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules.
  • Ability to develop constructive and cooperative working relationships with others, and maintain them over time.
  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Ability to demonstrate a strong customer service orientation.
  • Ability to operate telephone switchboard to answer, screen and forward calls, provide information and take messages.
  • Produce and respond to daily correspondence for the agency’s direct service staff and collaborating agencies pertaining to releases and requests of information.
  • Provide customer service for all agency staff regarding client information.
  • Provide database reports for appointments and caseload schedule
  • Prepare records for subpoenas.                                      
  • Orient agency staff about the general operation of the record room and management of client information.
  • Ensure all intake and discharge summaries (openings and closings) are properly documented in the Agency’s Management Information System.
  • Organize, file and scan all client paperwork daily.
  • Process client information specific to all agency program requirements
  • Maintain accurate status of client records.
  • Monitor, order and stocks supplies maintained by the record room (i.e. forms, urinalysis materials, etc.).
  • Participate in scheduled training and meetings.
  • Monitor and maintain state and federal standards (i.e. HIPAA) as they relate to client information.
  • Develop and maintain client record operations by following policies and developing appropriate procedures which ensure compliance with State and Federal regulations, as well as licensing and accrediting bodies.
  • Follow agency procedures when releasing records and any client information by any means of communication.
  • Protect the security of medical records to ensure that confidentiality is maintained.
  • Ensure client record availability by maintaining a record location system, pulling and appropriately filing client records for staff as required.
  • Provide client record information by answering questions and requests of clients, clinicians, insurance companies and government agencies (in accordance with HIPAA and/or other relevant state or federal regulations).
  • Perform daily record maintenance activities to include sorting, data stamping, filing and scanning of health information materials. 
  • Train/orient employees at satellite programs as to policies, procedures and practices required for the maintenance of site-specific electronic health records.
  • Assist in the preparation of court documentation related to client records and record-keeping.
  • Maintain all closed records in main records room, closed records room and act as a liaison to the agency’s off-site record storage company.
  • Log and track the location of all closed records, including destruction dates and statuses. 
  • Protect employees and clients by maintaining a safe and clean working environment. 
  • II. DUTIES & RESPONSIBILITIES Cont. (Verification Methodology includes verbalizing knowledge, observation of actual performance by peers and supervisors, record review, consumer feedback, incidents, assessment tools and self assessments)

Evening Reception Duties:

  • Operate a telephone switchboard to answer, screen and forward calls, providing information, taking messages and making reminder calls to clients.
  • Greet persons entering establishment, determine nature and purpose of visit, and directs them to specific destinations.
  • Hear and resolve simple complaints from customers and public.
  • Provide information about the organization such as location of departments or offices, employees within the organization, or services provided.
  • Receive payment and record receipts for services rendered.

Benefits Summary:

The competitive benefits program offered by Child & Family includes, but is not limited to:

Medical, Dental, & Vision insurance
 401(k) Plan
 Life and long-term disability insurance
 Flexible Spending Account (FSA)
 Worksite wellness programs
 Generous paid leave
 Tuition Assistance Program (TAP)

EOE/AAP/E-Verify Participant

Child & Family will not discriminate against any individual on the basis of age, gender, sexual orientation, color, race, creed, national origin, ancestry, religious persuasion, marital status, political belief, pregnancy, military status, veteran status, physical or mental disability that does not prohibit performance of essential job functions with or without reasonable accommodations, genetic predisposition or genetic carrier status, or any other protected category under local, state or federal law, nor will anyone receive special treatment for those reasons, except for reasonable accommodation as required by law. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.

C&F strives to achieve a workforce that includes representation of qualified affirmative action group members in proportion to the qualified and available target group workforce in the community that we serve.

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