Residency Medical Record Coord in South Bend, Indiana at Beacon Health System

Reports to the Practice Manager. In accordance with established policies and procedures, coordinates input and output of information stored in the electronic medical records. Assists with the management of and day-to-day operations in regard to the Electronic Medical Record (EMR) and A4 software. Represents facility assigned in a highly positive manner and provides team members with all reasonable assistance.

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Performs general clerical and filing duties by:

• Maintaining patient records and retrieving charts as requested for nurses, physicians, and other team members and filing same, utilizing the electronic medical record (EMR).
• Ensuring the security of medical records per BMG confidentiality policies.
• Utilizing the computer to reference information pertinent to filing of records and reports.
• Printing the report from the computer for pulling of medical records by physician appointment list daily.
• Filing and scanning ancillary reports and other chart reports daily in appropriate sections of patient records, verifying accuracy of patient name and number, and filing in the appropriate area and patient record.
• Processing requests for specific patient information from patients, team members and outside physician offices daily.
• Purging medical record files and relocating records to storage areas as required. Working with off-site facility to maintain files and retrieve as needed.
• Searching for and locating records as needed.
• Distributing incoming mail and sorting and metering outgoing mail as required.
• Working with the copier service to ensure all medical records are copied to meet requests and payments are received. Maintains all information release forms on-site and any copies made.
• Sending all outgoing faxes daily for clinical and office team members.
• Assembling all OB patient medical records and charts. Files OB labs on a daily basis for OB charts.
• Working with BMG audit team to provide information for quarterly audits.

Assists in the management of the Electronic Medical Record (EMR) and A4 software by:

• Maintaining EMR charts to avoid duplicate or wrong name charts.
• Maintaining/monitoring the FaxPress throughout the day and ensures that all incoming and outgoing faxes are being sent and filed according to type.
• Working with the Practice Manager and A4 team to ensure that all team members are aware of procedures and day-to-day operations as they relate to the Electronic Medical Record (i.e., team member training on EMR, updating team members regarding system upgrades, etc.).
• Assigning incoming medical record forms to correct patient charts in EMR.
• Maintaining the Caregiver database and updates patient charts as needed regarding demographic information and caregiver information.

Develops and maintains the schedules of the Family Practice Center Faculty and Residents by:

• Developing working schedules for resident's clinic hours based upon reviewing the resident's hospital rotation schedules.
• Making daily changes dependent upon the rotation assignments and work rule regulations of the residency program.
• Making schedule changes as necessary to accommodate vacation, Continuing Medical Education (CME), and any other alterations to the clinic schedules.
• Creating new templates for schedules of new residents each year. Also, developing the resident's clinic schedule.
• Reviewing the schedules weekly for all residents and faculty to assure accuracy in the clinic hours and making alterations to accommodate any necessary changes.
• Notifying reception team members of any changes necessary to clinic schedules.
• Handling correspondence when releasing hospital-based patients from the clinic per the residents.

Serves as a liaison between the Family Practice Center and nursing homes by:

• Managing the incoming correspondence from the nursing home, printing all orders and providing the orders to specific doctors. Also, faxing orders back to the specific nurse's station.
• Fielding all incoming phone calls from nursing home to appropriate nurse and/or physician.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Assisting with customers, including physicians, associates, patients, etc. with care, courtesy, and respect; consistently demonstrating commitment to service.
• Filling in at the front desk as needed.
• Performing other job-related duties as assigned.

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education and Experience

• The knowledge, skills and abilities as indicated below are acquired through the successful completion of a high school diploma or equivalent is preferred. Must be a minimum of 17 years of age. Strong computer skills and experience with an Electronic Medical Record is preferred.

Knowledge & Skills

• Requires organizational and office skills (i.e., filing, telephone, data entry, etc.) necessary to prioritize work and to assure timely completion of duties.
• Requires strong computer skills and accurate keyboarding skills.
• Demonstrates good interpersonal and communication skills in order to deal in an effective manner with a variety of staff associates and utilize inquiring skills to find charts, ask questions, etc.

Working Conditions

• Works in an office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.