Administrative Specialist II-Medical Records

$22,625 - $27,625 yearly
  • Department of Health and Environmental Control
  • Beaufort, SC, USA
  • Apr 12, 2021
Full time Admin-Clerical

Job Description

Under supervision of Clinic Administrative Assistant, performs a variety of duties for the multi-program clinic, including direct contact with clinic clientele and staff.  Independently performs a variety of advanced duties involved in the operation of  the Immunizations program and Medical Records Department.  Uses knowledge of operation and program processing of information to assist all programs in maintaining a quality and comprehensive medical record.  Provides administrative support to all programs as back-up receptionist. 
1.  Signs out through CARES all appointed patient records for scheduled clinics, informing clinics as to the location of the records.  Pulls records for all walk-in patients and scheduled patients in a timely manner.  Maintains proper record format and follows guidelines relating to medical records.  Responsible for purging records annually following retention/storage rules.  Files loose materials, labs, and all other correspondence in records.  Identifies, investigates, and corrects duplicate patient numbers/health records to ensure one number per patient.
2.  Back up Front desk receptionist.  Knowledgeable in all program areas.
3. Answers invoming calls concerning new patient numbers, location of records, record requests and transfer requests from all Region clinics.  Assists multidisciplinary staff with charts and other medical records needs.
4. Performs daily color-coding of records for filing terminal digit, manually retrieves, verifies and updates pertinent patient information on the health service record, health record folder and master list for all clinic programs.
5. Performs all administrative duties required to provide Immunization services to authorized clients.  Includes:  completes intake and out-take of patient data, conducts Medicaid eligibility interviews and facilitates client FPMA applications.
6. Bills Medicaid, Private Pay, and other third party billing systems.  Financially screens all clients appropriately. Collects payments if applicable, and prints cash drawer daily in accordance with DHEC policies and clinic procedures.  Maintains correct change fund balance. 
7. Provides quality customer service in a culturally competent manner in face to face and/or telephone encounters and maintains client confidentiality.  Ensures official DHEC forms are placed in the proper chart order in accordance with DHEC policy. 8. Submits PCAS, leave requests, required monthly reports in a timely manner.  Other duties as assigned.  Participates in Emergency Preparedness and/or disaster activities/duties as assigned.
 Extensive knowledge of office policies, procedures, and practices.  Considerable knowledge of filing and record keeping techniques.  Working knowledge of general administrative service functions.  Working knowledge of the care and operation of standard office equipment.  Ability to collect and assemble information in a clear, concise manner.  Ability to communicate effectively, both orally and written.  Must be flexible, dependable, and willing to be cross-trained as needed.  Ability to exercise judgement and discretion in interpreting and applying policies.  Ability to maintain strict patient confidentiality.

Must be able to bend, stoop, reach, walk up and down stairs and lift a minimum of 35 pounds.  Use of personal vehicle may be required.  Good time management.  Ability to work with a culturally diverse population within the DHEC policies and guidelines.  Occasional regional travel is to be expected.