Medical Records Specialist

The Opportunity:

The University of Central Florida (UCF) Academic Health Sciences Center (AHSC) is seeking qualified candidates for a Medical Records Specialist position. The Student Health Medical Records Specialist position is responsible for organizing and maintaining health information both in paper files and electronic systems. This role requires checking data for accuracy, recording information, and keeping the database up-to-date. Also, this position is responsible for following best practices for security and patient confidentiality. Responsibilities include ensuring a smooth transition by training and educating staff stationed in various department areas and acting as a knowledgeable and professional resource who can support end users as they become proficient in the system.

This is a time-limited funded position. Employment is subject to the availability of funding and may cease at the time funding for this employment is depleted.

Responsibilities:

• Medical Record Maintenance: Process requests and releases of confidential patient information in a timely and efficient manner, consistent with federal and state regulations (HIPAA, HITECH, FERPA.), and the Florida State Statutes, as well as the AAAHC accreditation guidelines. Serve as the primary point of contact for UCF SHS providers and nurses on various pods. Retrieve the paper-protected health information (PHI) from designated clerical areas (pods) throughout the day.

• Scan incoming labs, radiology, referral encounters, patient intake, and all other paperwork generated by UCF SHS clinical areas into patients’ electronic medical records in a timely and accurate fashion. Ensure labs received on paper (i.e. labs not transmitted to EHR) are appropriately routed to the ordering provider and signed in a manner compliant with UCF SHS policy. Ensure all encounters and labs are signed off and authenticated in accordance with the UCF SHS policy, AAAHC accreditation guidelines, and the Florida Statute. Deliver student medical withdrawal and removal of medical old paperwork to both UCF Undergraduate and Graduate Studies departments as necessary.

• Release of Information: Process requests for patient information by classifying accordingly the type of request and required release. Process student requests for, and release of medical information in a timely and efficient manner ensuring accuracy while protecting patient privacy by ensuring only authorized individuals have access to patients’ medical information. Respond to attorney requests and subpoenas in a timely fashion, consistent with state regulations and UCF General Counsel guidance.

• Process requests for information initiated by the Social Security Administration, health and auto insurance providers, and other healthcare organizations. Facilitate the release of information process during the UCF Athletics sickle cell screening, and UCF College of Medicine TB screening at the SHS main and College of Medicine, when requested.

• Ensure each disclosure of patient information is documented and accounted for in the department disclosure logs and the patient’s chart, per the Health Information Technology for Economic and Clinical Health (HITECH) Act.

• Customer Service: Respond to telephone inquiries regarding medical records functions and prepare written correspondence as necessary. Work professionally, effectively, and efficiently in a team environment with patients, co-workers, and management to provide assistance pertaining to medical records as needed either in person or by phone. Assist in UCF orientation sessions by providing coverage for HIM front desk, updating students’ immunization history in PeopleSoft, and completing contracts.

• Training/Education: Conduct training of new employees in various departments/areas including but not limited to Medical Records, Immunizations, International Insurance, Appointments, etc.

• Order office supplies, maintenance, and troubleshooting for scanner, copier, and printer.

• Responsible for ensuring all individual assigned tasks are completed by set deadlines.

• Perform all other duties as assigned by the HIM Coordinator or designee. Participate in the development and education of HIM department student interns. Coordinate and facilitate one or more informative in-service training for department staff per year. Participate in professional development courses. Other duties as assigned to meet the operational needs of the clinic. Timely completion of all required university, AHSC, and SHS training. Must keep all patient information and records confidential.

Minimum Qualifications:

High School Diploma or Equivalent and 2+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Click here for more information

Preferred Qualifications:

• Preference may be given to candidates with an Associate’s degree in Health Information Technology.

• Preference may be given to candidates with RHIT Credentials.

• Preference may be given to candidates with Health Information Management/Immunization Requirements experience.

• Ability to communicate and work alongside clinic staff, students, patients, and visitors effectively and professionally.

• Keen attention to detail, problem-solving skills, and ability to maintain confidentiality.

• Strong written and verbal communication skills.

• Proficiency with Microsoft Office applications including Microsoft Word, Excel, and Outlook.

• Electronic Medical Records experience.

Additional Application Materials Required:

In addition to your resume please attach a cover letter.

Special Instructions to the Applicants:

This is a time-limited funded position. Employment is subject to the availability of funding and may cease at the time funding for this employment is depleted.

Are you ready to unleash YOUR potential?

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you’ll play an integral role at one of the most impactful universities in the country. You’ll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 13 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you’ll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills, and you’ll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks! UCF offers:

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program 

• Paid time off, including annual and sick time off and paid holidays

• Retirement savings options 

• Employee discounts, including tickets to many Orlando attractions 

• Education assistance 

• Flexible work environment 

• And more…For more benefits information, view the UCF Employee Benefits Guide click here.

Unless explicitly stated on the job posting, it is UCF’s expectation that an employee of UCF will reside in Florida as of the date the employment begins.

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