Medical Records Specialist – PT (.5)

JOB SUMMARY: Provides administrative assistance to HHS staff, proactively, in all areas as needed to promote the efficiency of the overall Agency. Maintains accurate and accessible records on all clinical files and accessible records on all business files as well as distribute and process intra-company and external mail.

REPORTS TO: Clinical Manager, Community Health Services


  • High School Graduate
  • Business Office experience


  • Strong organizational skills
  • Attention to detail
  • Basic knowledge of Microsoft Office
  • Experience with health care terminology
  • Experience in record keeping
  • Communication and interpersonal skills


  • Electronically file all patient related admission and election forms, visit notes, reports, Face-to-Face, physician orders, in patient charts for Home Health, Hospice, Community Care patients ensuring all forms are completed accurately/signed and dated
  • Verify patient status in HomeCare HomeBase daily for all referrals/prospects received from Referral Service Center
  • Verify all incoming admission packets from Clinicians for completeness and signature on paperwork
  • Assemble charts, travel folders and patient packets. Maintain all chart stationary and clinical forms including Hospice forms. Maintain adequate supply in Medical Records and by Clinical Staff
  • Electronically retrieve incoming faxes from MD offices, verify Physician Orders/Face to Face Encounter forms are completed/signed and dated upon receipt, and Rre-fax if information omitted
  • Research problem orders obtaining accurate MD information and re-route to correct MD
  • Process 485’s/ Supplemental Orders/ F2F Encounter Forms in HomeCare HomeBase daily
  • Maintain Tickler Filing System for Physician Orders and F2F Encounter Form; follow up on unsigned paperwork, re-faxing/telephone calls to MD offices for Orders/Encounter forms not signed within 10 business days of original faxing
  • Maintain MD database in HomeCare HomeBase, including input of new MD’s and correcting existing information as needed
  • Attend bi-monthly Hospice meetings to obtain signed paperwork
  • Process CTI’s and Face to Face forms working with Billing Dept
  • Pull F2F reports from HomeCare HomeBase as requested
  • Respond in a timely manner to requests for retrieval or copying of files
  • Retrieve Discharged charts as requested by the clinical staff
  • File Home Health Aide documentation in patients’ files in a timely manner
  • Fax discharge summary reports to physicians’ offices
  • Archive medical records
  • Photocopy medical records for Medicare/Medicaid/Insurance review or
    Attorney requests and prepare for mailing


  • Pick up mail from Receptionist and distribute to addressees’ mail boxe.
  • Pick up outgoing mail from designated mail drops throughout the building and distribute as appropriate
  • Post all outgoing mail through Pitney-Bowes meter and deliver to receptionist
  • Retrieve and distribute faxes delivered to Medical Records fax machine as in a timely fashion
  • Pick up mail and clinical filing from Patient Service Coordinator area 2-3 times daily


  • Provide coverage for Reception Desk for lunch and absence of Receptionist
  • Prepare Photo ID Badges for all new hires as needed