Essential Job Functions:

• Provides excellent customer service by being attentive and respectful, ensuring understanding of customer request, following through as promised, and being proactive in identifying client concerns, or problems.
• Sorts and files all medical record documentation in client files, maintains records, retrieves client records for all departments and satellite locations. 
• Assembles necessary documents in chronological order for the record.
• Researches client names or other identifying data on the computer to determine pertinent information, pulls records for clinic operations, routes records as requested and documents record removal, responds to requests from staff for record information, and documents the release of information.
• Responds to in-person, telephone, and written records requests; processes subpoenas, court orders, and client requests for records; verifies status of release forms prior to releasing records and follows proper procedures for the release of information.
• Identifies the appropriate documents for the scanning process.
• Looks up identifying information in database records for generation of identification sheets.
• Inputs indexing information into software application and prints and files indexing sheets into paper records.
• Performs quality assurance checks on scanned documents to assure that no pages are missing or improperly scanned and by verifying content located in the electronic record.
• Maintains a daily productivity log of scanning and indexing activities.
• Travels to satellite offices and audits medical records for quality of content and completeness; trains satellite support staff on records policies and procedures and monitors compliance accordingly.
• Prepares reports related to the work.
• Performs self-quality checks on all work to assure accuracy of the release, confidentiality and proper invoicing.
• Promotes quality improvement, staff and patient safety, and cultural diversity through department operations and by personal performance
• Maintains current knowledge related to applicable statutes, regulations, guidelines and standards necessary to perform job duties in accordance with the requirements of the Corporate Compliance Plan. Complies with the requirements of the Code of Conduct, Corporate Compliance Plan and Compliance Policies and Procedures, including training requirements. Participates in compliance activities under the direction of the Department Manager and Corporate Compliance Officer.
• Performs miscellaneous job-related duties as assigned.

Qualification Requirements: 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.

Minimum Education and/or Experience: Possession of a high school diploma or General Education Diploma/GED required.  One (1) year of experience in medical recordkeeping or file maintenance preferred. An equivalent combination of training and experience which provides the necessary knowledge, skills, and abilities may be considered.

Knowledge/Skills/and Abilities: 

• Knowledge of practices and methods of records retention in the medical field.
• Knowledge of rules and regulations regarding the legal release of confidential records and the ability to demonstrate compliance.
• Knowledge of modern clerical office procedures and practices.
• General computer operating skills including word processing, spreadsheet, email and database applications.
• Ability to multitask while maintaining attention to detail of each task.
• Ability to process or understand technical manuals and learn new techniques quickly.
• Ability to plan work flow and implement appropriate actions.
• Ability to enter and retrieve information from a computer system and operate modern office machines.
• Ability to establish and maintain effective working relationships with other employees, medical and clinical professionals, clients, and the general public.
• Ability to communicate effectively both orally and in writing.

Necessary Special Requirements: Possession of a valid Florida driver's license, acceptable driving record, and proof of personal automobile insurance if required to drive an SMA vehicle and/or use a personal vehicle for SMA business. Complete State of Florida mandatory background screening prior to start of employment.  Complete SMA required training during the first six (6) months of employment and updated if required.

Physical: Mobility and ability to bend and reach during an 8-12 hour day. Able to lift minimum 10 pounds. Visual and auditory acuity sufficient to evaluate, intervene, treat, and record client health care needs. Fine motor skills for legible and accurate charting, daily correspondence and presentation, either manually or orally. Work endurance ability to work 8-12 hour shifts with a meal break, as possible. Routine 8-12 hour shifts. Hours and days off may vary. Extra hours may be required. Work assignment locations may vary.

Application: This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications which may be required of the employee assigned to the position. It should not be used to limit the nature and extent of assignments such individuals may be given.