TPC-Medical Records Associate, Bilingual

Department: TPC-Health Information Services Site.
Operating Unit The Providence Center
Location: Providence, RI
Job ID: 7491
Job Status: Full Time
Shift: Days
End Date:


Responsible for scanning and indexing all incoming documents on a daily basis into an Electronic Medical Record. Also responsible for processing correspondence requests such as, (but not limited to): discharges, treatment plans, and releases of information in addition to any other assigned duties from HIS Manager.


Scanning and Indexing Duties

-Knowledge of Electronic Medical Record (EMR) processes.

-Ability to complete scanning and indexing any outstanding forms by the end of each business day

- Process “priority” scanning/indexing as required and/or needed within 24 hours of received date.

-Assist in indexing and processing any documents received electronically into Docuware from TPC Residential Programs and other off-site locations: 520 Hope St, CSU, -Ensure client numbers match client names; audit and problem-solve any errors or potential


- Work closely with the HIM Specialists and Information Services Dept. around any Docuware problems/solutions


Correspondence Duties

- Discharge and Treatment Plan process: ensure that all paperwork contains the necessary signatures as needed. (Refer to EMR when necessary).

-Perform look-up of client names and identification numbers within both AS400 and Docuware.

-Process releases of information; pull any old records along with look up information in EMR,

in order to provide accurate copies of medical records as requested.

-Process releases within 5-7 business days and mail and/or fax information as required.

- Document/log releases as required.

- When applicable, bill any/all agencies requesting medical records

-Understand HIPAA & 42 CFR part 2 regulations around faxing emergency information under the coordination of care laws.

-Prepare record requests for subpoenas, depositions and court orders.

-Communicate with attorneys and courts to ensure copies of records are prepared in accordance with laws and regulations.

-Deliver medical records to court when necessary

-Process Social Security Income requests. Contact SSI for eligibility dates and copy records (both hard copy and Docuware) as required.


Customer Service Duties

-Maintain cooperative relationships with other employees, consumers and the public.

-Effectively communicate with HIS staff, Clinical staff, and various local agencies.

-Deal with co-workers regarding problems in a constructive manner.

-Accept and use direction and supervision.

-Benefit from constructive feedback.

-Ensure no complaints received by peers, manager and the public.

-Answer and respond to incoming phone calls and emails in a timely and efficient manner. (Standard is to answer phone within 3 rings and identify yourself at each phone call).

-Respond to questions pertaining to Health Information Services and investigate if answer is not known until resolution.


Other Duties

-Attend trainings and conferences/Attend center meetings as required.

-Complete mandatory trainings as required by The Center.

-Complete any other duties if assigned by HIS Manager



-Cover for other HIS staff as necessary.



-To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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.



-High school diploma or general education degree (GED) required. 1 year of medical records experience required. Must have strong decision making skills and ability to work independently. Must possess excellent customer service, written and oral communication skills.



Ability to read and comprehend simple instructions, short correspondence, and memos.



Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's.



Ability to apply common sense and understanding to carry out simple one- or two-step instructions. Ability to deal with standardized situations with only occasional or no variables.



Must possess excellent spelling skills.


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.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk and hear. The employee frequently is required to stand and walk. The employee is occasionally required to sit; climb or balance; and stoop, kneel or crouch. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.


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.