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JEFFERSON COUNTY
Job Description
Medical/Agency Records Clerk
Health and Human Services
Office Manager
NO
UFCW 1001
NO
Grade 21 ~
Castle Hill Mall
Human Resource Manager .
/o/23/cv
SUMMARY
Performs various computerized billing activities, maintains medical insurance & and performs various
associated support functions by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be
assigned.
Maintains various computerized billing and insurance information systems
Operates computers to record data and maintain records of transactions
Maintains vital records, insurance and service billings preparing data from charts, lab reports, and other
sources.
Prepares insurance assignment form with data such as names of insurance company and policy holder,
policy number, and physician diagnosis
Contacts insurance company to verify patient coverage and obtain information concerning extent of
benefits.
Prepares and records data from various sources that ensures billing for all services provided.
Receives, records, and reports payments from various State and other agencies.
Performs insurance billing and payment reconciliation and compiles reports. Maintains insurance billing
system to provide reports required from the department.
Answers patients' questions regarding statements and insurance coverage.
Telephones or writes companies with unpaid insurance claims to obtain settlement of claim.
Responds orally and in writing to inquiries from internal departments and outside agencies
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Coordinates and cooperates with outside auditors as required during periodic audits of insurance records.
Schedules appointments including assigning times per provider, identifying type of appointment
required, and finding appropriate time slot.
Assists with compiling data from client records and preparation of reports.
Performs data entry for immunization records and reminds clients of additional immunizations as
necessary.
Maintains chart records, inserting diagnosis, provider notes, records data from different facilities,
prescriptions, recalls, places in appropriate location in chart for easy reference, and preparation for
clinics.
Performs data entry for client check-in and check-out database with all information pertinent to visit
including charges. Collects payments due.
Assists with compiling data from client records and preparation of reports.
Performs medical records transcription.
Prepares or coordinates preparation of correspondence, and reports. Performs Desktop publishing of
forms, newsletters, updating master files and departmental policy and procedures manual.
Maintains a tracking system for departmental policy and procedures manual which records the
required draft dates as set out in departmental procedures.
Maintains a tracking system for departmental contracts which records the pertinent process
checkpoint dates.
Backup to administrative support team and medical records team.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
QUALIFICATIONS 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.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); and two years experience in
medical record keeping, billing & insurance record keeping, and/or technical training; or
equivalent combination of education and experience.
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LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals,
technical procedures, or governmental regulations. Ability to write reports, business
correspondence, and procedure manuals. Ability to effectively present information and
respond to questions from groups of managers, clients, customers, and the general public.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole
numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent
and to draw and interpret bar graphs.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in
situations where only limited standardization exists. Ability to interpret a variety of
instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Washington State Driver's License
OTHER SKILLS AND ABILITIES
Knowledge of computers and skill in the use of spreadsheet, database, word processing, and other
software applications used in the operation of the department.
Knowledge of medical terminology, legal requirements for medical records.
Understands the need for maintaining confidentiality of sensitive information and has knowledge of the
regulations regarding the release of medical records.
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 and talk or hear. The employee frequently is required to stand, walk, sit, and reach with
hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or
crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities
required by this job include close vision, color vision, depth perception, and 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.
CAREER LADDER POSITION
This position is not part of a career ladder.
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