Medical Records Specialist

    • Job Tracking ID: 2021-939
    • Job Location: Petaluma , CA
    • Job Level: Entry Level (less than 2 years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: October 14, 2021
    • Years of Experience: Less Than 1 Year
    • Starting Date: ASAP
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Job Description:

Summary: The Medical Records Specialist is responsible for providing excellent patient care by ensuring the accurate preparation,
filing and maintenance of all medical records for the Petaluma Health Center.

Areas of Responsibility:

Patient Care
• Assist with phone messages and faxed requests as needed daily.
• Assist with patient requests for medical records within one week.
• Prepare, fax and / or mail Health Information Release requests within five days.
• Close open referrals when consult notes are received. Follow up on pending and outside referrals as needed.
• Assist providers and staff on urgent requests.
• Complete telephone encounters received from providers, staff and patients daily.
• Check providers’ schedules each morning for any added appointments.
• Chart prep for the following day prior to end of shift.
• Follow up on pending/outstanding referrals daily.
Record Maintenance
• Fax or mail various reports, provider orders, lab notifications, etc. per provider request.
• File and/or document requested information into patient chart(s).
• Mail: open, scan and /or distribute mail to appropriate recipients.
• Follow up on the deceased and transfer care protocol.

Experience and Skills:

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.
• Completion of medical records or medical secretarial program, preferred.
• Experience in completing forms with detail.
• Sensitivity to the needs and situations of a multi-cultural population from a variety of income levels.
• Excellent communication skills, both written and verbal.

• High school diploma or equivalent
• One year or more experience as a file or records clerk in a health care setting, preferred

Other Desired Skills:
• An energetic and creative individual with high standards and an appropriate professional image.
• Proven ability to handle multiple projects and meet deadlines.
• Versatility, flexibility and willingness to work within an ambiguous, fast-paced environment.
• Demonstrated resourcefulness in providing solutions and setting priorities.
• Effective interpersonal skills to work effectively with all levels within the health center.

Licenses and Certifications:
• Must have current BLS certification
• Candidate must be able to successfully meet PHC’s credentialing and privileging requirements

Language Skills: Ability to communicate effectively in English and Spanish with children and adults in person, on the telephone, and
in writing. Ability to effectively present information and respond to questions and requests from patients, co-workers and others as

Mathematical Skills: Ability to add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions and

Reasoning Ability: Ability to recognize problems, collect data, and establish facts.
Computer Skills: Computer literate and proficient in MS Office (Word, Excel and Outlook), electronic medical records and web

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.
• Movement within health center complex environment repeatedly throughout the day.
• Ability to write by hand, use phone, use computer keyboard and mouse extensively to perform general office functions.
• Manual and finger dexterity and wrist-finger speed sufficient to perform repetitive actions for extended periods of time.
• Ability to effectively communicate by hearing continuously and speech in a manner which can be understood by a diverse
• Ability to give and follow verbal and written instructions with attention to detail and accuracy.
• Must have visual acuity near and far (20 inches to 20 feet), depth perception, field of vision, ability to focus on an object,
ability to identify and distinguish colors.
• Ability to sit or stand for minimum period of one (1) hour.
• Ability to frequently walk, bend, squat, stoop, kneel, twist, crouch, and climb with the use of a step stool.
• Ability to grasp, hold and pick up and reach with hands and arms.
• Ability to frequently lift and or move up to fifteen (15) pounds.
• Ability to occasionally lift and carry up to thirty-five (35) pounds (periodic lifting of supplies or equipment).
• Ability to coordinate multiple tasks simultaneously.

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.

While performing the duties of this job, the employee is regularly exposed to Health Center areas and general office environment.
The work environment is a clean, well-lit, well-ventilated, and temperature controlled environment. The noise level in the work
environment is usually moderate. The hours of duty are lengthy and irregular.

Acknowledgment: This job description in no way states or implies that these are the only duties to be performed by the employee
incumbent in this position. The Employee may be required to follow any other job-related instructions and to perform any other
job-related duties requested. This document does not create an employment contract, implied or otherwise, other than an "at-will"