Job Summary:

The Providence Center Medical Records Associate Bilingual (Temporary) is 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.

Bilingual Spanish is required.

Duties and Responsibilities:

Scanning and Indexing Duties; Knowledge of both Docuware and Epic Electronic Medical Record 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.

Ensure client numbers match client names; audit and problem-solve any errors or potential problems.

Work closely with the HIS Specialist 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, Docuware, Epic and legacy systems.

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.

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.

Other duties as assigned.

Requirements: .

High school diploma or general education degree (GED) required.

ONE year of medical records experience required.

Bilingual in Spanish required.

Must have strong decision making skills and ability to work independently.

Must possess excellent written and oral communication skills.

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

Care New England Health System (CNE) and its member institutions; Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, and our Wellness Center, are trusted organizations fueling the latest advances in medical research, attracting top specialty-trained doctors, and honing renowned services and innovative programs to engage in the important discussions people need to have about their health.

Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.

EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.