Medical Records Clerk: Part-Time at Channing House – Palo Alto, California

ABOUT US

Channing House is a leading not-for-profit Life Plan Community in Palo Alto, founded in 1960. We believe that older adults thrive in a vibrant setting that supports active, engaged and healthy living. We provide a sustainable, innovative community that promotes this lifestyle, while embracing respect and dignity for all who live and work here. Our team of 195 staff members, from Front-Line to Leadership, drive the mission of Channing House, providing services to the 265 highly engaged residents who call Channing House their home.

POSITION SUMMARY

The Medical Records Clerk is responsible for initiating, maintaining, and filing resident records in a manner consistent with regulatory requirements for Skilled Nursing Facilities, Assisted Living, Independent Living, and Memory Care, by performing the outlined duties. The Medical Records Clerk demonstrates our Core Values: Do the right thing; Be a team player; Focus on quality; Adapt to change. Together with the entire team at Channing House, your role contributes to promoting a healthy and vibrant home for our residents.

KEY RESPONSIBILITIES

This position will be responsible for, but not limited to the following essential duties and responsibilities:

General Duties:

Performs Health Information Management Functions:

Maintains security of health information systems and medical records. Assures physical protection is in place to prevent loss, destruction and unauthorized use and disclosure of both manual and electronic records.

Assures systems are in place to maintain confidentiality of both manual and electronic health information.

Manages the release of information functions for the facility, including review and processing of all requests for information.

Maintains facility policies and standards of practice to assure release of information requests are appropriate and meet legal standards.

Maintains systems for filing, retention and destruction of overflow records and discharges records.

Identifies late, inaccurate and incomplete documentation and report to individuals responsible for completion.

Processes admissions and discharges records timely and accurately for all levels of living.

Completes identification on forms in resident’s medical records.

Audits medical records as assigned.

Responds appropriately to residents’ requests for help and maintains positive relationships with their friends and family members.

Protects the security of medical records to ensure that confidentiality is maintained.

Reviews records for completeness, accuracy and compliance with regulations.

Enters data such as demographic characteristics, history and extent of disease, diagnostic procedures, or treatment into computer.

Compiles and maintains patient's medical records to document condition and treatment

Prepares government forms- Automated Licensing Information and Report Tracking System (ALIRTS) report.

Compiles census data for statistical reports.

Prepares statistical reports and graphic presentations of information.

Files medical records accurately.

Retrieves medical records promptly upon request by authorized individuals responsible for completion.

Identifies late, inaccurate and incomplete documentation and reports to individuals responsible for completion.

Mails forms to physicians for completion, to the extent legally permitted.

Maintains a discharge analysis and disease index as required.

Answers correspondence regarding release of information from medical records.

Prepares and sends long-term care insurance questions as assigned.

Prepares records in answer to subpoenas.

Verifies diagnoses with Director of Nursing and records on admission.

Audits transfer/discharge information for accuracy and completeness.

Receives and files all diagnostic reports promptly and accurately.

Assists with receptionist duties including:

Answering telephone calls

Maintaining/coping forms

Census

Maintains medical records system that meets Title 22 regulations.

Performs all duties assigned in an effective, timely and professional manner.

Upholding Company Standards:

Consistent commitment to:

Establish and maintain effective team relationships with fellow staff; apply effective communication and listening skills.

Manage with and demonstrate professionalism and compassion with all residents, colleagues, clients, vendors, and members of the public.

Support staff in creating a caring environment that meets the needs of individuals and members of a shared community.

Adhere to all company policies, procedures, safety, and compliance practices, and business ethics codes.

JOB REQUIREMENTS / QUALIFICATIONS

To perform this job successfully, a person must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Years of Related Professional Experience:

1 year of related experience and/or training; or equivalent combination of education and experience preferred.

Educational/Position Requirements:

High School Diploma or General Education (GED)

Computer/Software/Technical Applications:

Ability to use a computer

Proficiency in Microsoft suite

Ability to input and retrieve data

Ability to use electronic health record system

Languages:

Ability to read, speak, and comprehend English, the primary language used in the workplace; ability to speak and/or comprehend other languages utilized by clients is a plus.

Required Licenses/ Certifications/ Background:

N/A

Reporting Relationships:

Number of Direct Reports (if applicable): 0

Work Environment:

Generally in an indoor setting.

Supervise activities and events outdoors. May be exposed to heat/cold during support of outside activities.

The noise level in the work environment is usually low to moderate.

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 frequently required to:

Stand on your feet throughout work period. Significant walking or other means of mobility.

Possess multi-limb and eye-hand coordination.

Able to reach, bend, stoop, push and/or pull, and frequently lift/move up to 50 pounds.

Utilize specific vision abilities for viewing work related processes and materials handling.

While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to sit and taste or smell. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.

Able to sit at a desk, working on computers and operating phones.

Channing House Diversity Statement:Channing House is an equal opportunity employer. Channing House is committed to providing a work environment free of harassment, discrimination, retaliation, and disrespectful or other unprofessional conduct based on actual or perceived race (including traits historically associated with race, such as natural hair, hair texture, hair type, and protective hairstyles), color, age, religion, national origin, ancestry, citizenship, immigration status, sex (including pregnancy, childbirth, and related medical conditions), gender, gender identity, gender expression, sexual orientation, reproductive health decision making, disability (including sensory disability and use of a service animal by a person with a disability), HIV/AIDS and Hepatitis C status, a legally protected medical condition, genetic information or data credit history, genetic information, status as a victim or domestic or sexual violence (including harassment, sexual assault, or stalking), expunged juvenile record, arrest or conviction records (except as legally required), use or non-use of lawful products off of Company premises during non-working hours, performance of duty in a uniformed service military or veteran status, or any other basis protected by local, state and/or federal law. Channing House also prohibits discrimination, harassment, disrespectful, or unprofessional conduct based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.