Office Assistant

Regular Full-Time 901 West Main Street, Freehold, NJ CentraState Medical Center
[ Overview ]

Responds to requests for copies of all inpatient and outpatient medical information within the guidelines provided by law and hospital policy. Acts as department liaison for purchasing, discharged charts and records warehouse.

Assembles and analyzes all inpatient charts, assuring accurate chart completion in compliance with Joint Commission, state and other regulatory agencies.

[ Responsibilities ]

 

  • Ensures release of information requests (Attorneys, Physicians, Patients, Subpoenas, Court Orders, Insurance, etc) are fulfilled by gathering documentation accurately and timely according to law and hospital policy.
  • Maintains correspondence computer system to accurately track correspondence requests.
  • Ensures that each request for release of information includes a HIPAA compliant authorization for disclosure of the requested copies.
  • Stays informed of policies and updates for sensitive data, HIPAA and State & Federal Regulations.
  • Reviews weekly outstanding requests to ensure all requests are processed according to guidelines provided by law and departmental policies.
  • Performs a quality check on medical records to ensure required documentation (H&P, D/C Summary, Orders, Progress Notes) is present and complete.
  • Answers all incoming telephone and written request inquiries concerning the release of medical record information.
  • Obtains medical records from off-site facilities as requested.
  • Utilizes scanning equipment to maintain completed requests in the electronic medical record within 10 days.
  • Performs CD Data burning to release information in electronic format.
  • Releases and receives protected health information in a secure manner via email.
  • Handles correspondence reports. Receives and sorts all correspondence requests. Verifies treatment date(s) in the computer data base. Assigns priorities for response and adheres to established standards.
  • Assists customers who present in the HIM department for copies of medical records.
  • Accurately loads practice set up forms to the HIE Manager.
  • Ensures release of information requestsare fulfilled by gathering documentation accurately and timely according to law and hospital policy.
  • Ensures that each request for release of information includes a HIPAA compliant outstanding authorization for disclosure of the requested copies.
  • Stays informed of policies and updates for sensitive data, HIPAA and State & Federal Regulations.
  • Answers incoming telephone inquiries concerning the release of information and inquiries regarding the patient portal.
  • Provisions patients accurately and timely for the patient portal.
  • Assists in identifying physician practices to promote HIE access to. Contacts physician offices. Reports outcomes to manager weekly/monthly.
  • Assists in maintaining the integrity of the medical records in the health information exchange portal.
  • Utilizes scanning equipment to maintain completed requests for release of information, patient portal and physician access to the HIE.
  • Provides reports from Veracity to help assist in the focus of payments & recoupment from RAC.
  • Releases and receives protected health information in a secure manner via email or secure message.
  • Assists customers who present in the HIM department for copies of medical records.
  • Demonstrates the ability to utilize all medical record systems.
  • Utilizes effective and efficient customer service skills for all internal and external customers.
  • Demonstrates ability to complete job function of a cross-trained position.
  • Demonstrates proficiency in complying with state and federal regulations associated with medical records.
  • Demonstrates proficiency in receiving, sorting, and prioritizing all incoming requests for information.
  • Demonstrates proficiency in complying with HIM Department Policy & Procedures.
  • Demonstrates ability to utilize all medical record systems associated with the legal medical record.
[ Qualifications ]

Education:

High School Diploma Or Equivalent

Additional Educational Requirements

High School graduate or equivalent training required.

 

Work Experience:

6 months Clerical Experience In A Medical Record Department

 

Required Knowledge and Skills:

Advanced knowledge of release of information laws and regulations required. Working knowledge of computers preferred. Strong professional, organizational, and interpersonal skills to effectively relate with all members of the healthcare team.

[ Physical Demands ]

Working Conditions:

Normal office environment.

 

Exposure:

No expected exposure to blood and/or body fluids.

 

Physical Demands:

Sitting – Continuously

Standing/Walking – Rarely

Kneeling/Stooping – Never

Bending/Climbing – Never

Reaching above shoulder, at waist or below waist – Never

Lifting/Pushing or Pulling over 40 pounds – Never

Typing/Filing – Frequently

 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

[ Commitment to Diversity and Inclusion ]

CentraState Healthcare System prohibits discrimination based on arbitrary consideration of such characteristics such as race, color, religion, national origin, ancestry, gender (including pregnancy), affectual or sexual orientation, gender identity or expression, marital status, age, physical or mental disability or limitation, medical condition, genetic information, or veteran or military status, as well as any other legally protected class of persons and acts, in accordance with applicable State and Federal laws.

 

At CentraState, we welcome and promote the diversity of our employee family!  Each unique person contributes to the overall success of this organization. Our inclusive culture fosters an environment of professionalism and respect for personal differences.

 

Additionally, CentraState Healthcare System prohibits discrimination based on arbitrary consideration of such characteristics such as race, color, religion, national origin, ancestry, gender (including pregnancy), affectual or sexual orientation, gender identity or expression, marital status, age, physical or mental disability or limitation, medical condition, genetic information, or veteran or military status, as well as any other legally protected class of persons and acts, in accordance with applicable State and Federal laws.