Health Records Specialist

H3S - Health Centers
$23.93 - $30.23 Hourly/DOE

The Clackamas County Health, Housing and Human Services Department – Health Centers Division is looking for a detail-oriented temporary Health Records Specialist to perform complex duties associated with the health records system. 
The Health Records Specialist is responsible for processing and maintaining accurate and legal health records which provide real-time availability of quality information for professional health care providers to deliver services and protect the financial and legal interests of the provider, facility and patient. 
Incumbents perform data entry and scanning activities, maintain data integrity, confidentiality, security and respond to requests for health information with a standard level of legal protection. The Health Records Specialist provides customer service both internally and externally.

Clackamas County Health Centers is a Federally Qualified Health Center (FQHC) designated by the Health Resources and Services Association (HRSA). The position supports requirements to maintain patient records and releasing records within statutory guidelines.

Role and responsibilities

Duties may include but are not limited to the following:

1. Prepares, scans, indexes, abstracts and processes health records containing protected health information through electronic and other health record systems for immediate access by medical providers, clinicians, dental providers and clinic office support staff; processes internal requests for health, behavioral health, dental records and dental referrals; searches for missing records; forwards health records to appropriate location.
2. Receives, tracks and processes external requests for a variety of health information with standard level of protections; verifies and reviews health information requests  and authorization forms for validity, completeness and compliance with State and Federal law and confidentiality guidelines; determines and compiles appropriate health records and documents to release based on review and interpretation of applicable and evolving  laws, rules, regulations and County policy; consults with supervisor on complex information requests; calculates charges for health record copies; mails; emails and/or faxes providers; confers with clinicians, administrative and support staff, supervisors, patients, public agencies, attorneys and outside health care providers regarding requests for health information.
3. Provides assistance and information to staff, patients, and third parties such as other clinics, insurance companies, government agencies and law firms via phone and email; explains how to obtain records; provides status on records requests; provides timeframe for when requested records are expected to be received.
4. Answers questions about confidentiality, documentation standards, procedures and release of health information; assists in educating and training new Health Records staff on health records tasks; assists in educating clinicians and other internal staff regarding health records issues; resolves issues with records retrieval and in locating information.
5. Reviews health records for completeness; searches for missing records; follows up with clinicians and others to obtain missing documentation, information or required signatures; performs data entry of health information into supporting databases according to timelines; extracts and compiles medical care and other data from health records for various inquiries and reporting requirements; navigates among several specialized, complex systems; merges duplicate registrations.
6. Assists in developing and implementing procedures to improve quality, content and security of health records; assists in maintaining health records procedure manuals; makes recommendations for procedural changes as needed; audits charts and internal processes as requested.

Required knowledge and skills

Working knowledge of; Electronic Health Records systems; principles and practices of health records management including documentation practices, auditing techniques and filing systems; medical terminology including basic anatomy and physiology; current, relevant Federal, State and local laws, rules and regulations applicable to health record confidentiality, release of information and security; concepts and techniques for prioritizing and organizing work; office practices and procedures; basic English, spelling, grammar and punctuation; basic math.

Skill to: Independently, accurately and effectively perform assigned tasks and duties following established procedures and policies with adherence to timelines; correctly research and interpret and apply laws, rules and regulations governing health records, release of health information, confidentiality and security; organize and maintain an accurate  health records filing system; perform detailed record research; maintenance, retrieval and filing utilizing multiple software programs; compute charges due according to billing schedule; communicate effectively, both orally and in writing; operate office equipment including computers, printers and fax machines; use variety of software programs including spreadsheets and specialized databases; maintain effective working relationships with County staff, health professionals, patients, attorneys, other agencies and the public.

Minimum qualifications

• Minimum of one (1) year relevant experience that would provide the required knowledge and skills to perform the duties of the job
• Knowledge of medical terminology, including terms used in basic anatomy and physiology
• Working knowledge of general medical record documentation
• Experience entering and retrieving data from various databases
• Experience prioritizing assignments as well as successfully completing projects that may have competing priorities, timelines and due dates
• Experience working in a fast paced, busy environment, often while being interrupted or distracted
• Experience providing factual information while being sensitive to the customers’ needs
• Experience working well both independently and in a team environment
• Must pass a criminal history check which may include national or stat fingerprint records check

Preferred qualifications

• Experience working with medical records
• Working knowledge of HIPPAA laws in a medical environment
• Experience working with an electronic health records system, such as EPIC
• Experience with electronic document management systems, such as OnBase, including scanning, importing/exporting and indexing
• Registered Health Information Technician (RHIT) credential

Schedule: Monday to Friday, 8 hrs. a day with a start time between 7 am – 9 am, minimum 30 minutes for lunch. On site for training, until eligible for hybrid remote option.

Duration: No end date of position, non-union, eligible for health insurance, vacation and sick time. 

How to Apply

1. Please complete the Clackamas County Temporary Application (a resume and/or cover letter may be included)
2. Submit to Chelsea Treharne via email – ctreharne@clackamas.us Subject Line: Application for Temp HRS position
3. Applications will be accepted until 5/13/2024 by 8 am 
4. If requesting veterans’ preference points under eligibility criteria or ORS 408.530-408.235, please submit supporting documentation to jobs@clackamas.us 
   When submitting documentation please reference the posting job title and department in your email