Client Records Coordinator

LINES OF AUTHORITY: This position is supervised by the Client Records Supervisor. This position will supervise the Client Records Clerks and Courier in the absence of the Client Records Supervisor.

POSITION SUMMARY: This purpose of this position is to assist the Client Records Supervisor in the daily supervision and completion of Client Records employees and work tasks. The selected candidate will be trained to become the next Client Records Supervisor. The selected candidate is expected to complete all training as outlined by the Client Records Supervisor and show competency in all areas of the training within the first 6 months of the position. This person will also assist in management of Client Record Clerks and the supervision of Client Record Clerks, Release of Information (ROI) Clerks, and the Courier. This person will act as the Client Records Supervisor if the Supervisor is not available.

PRINCIPAL DUTIES/RESPONSIBILITIES:

1.  Train new Client Record Clerks and ROI Clerks in all aspects of the job.

2.  Assist in the supervision of the Client Records Clerks as designated by Department Supervisor and trains on all departmental processes.

3.  Act as Supervisor for the Client Records Department in the absence of the Client Records Supervisor.

4.  Perform clerical duties as needed.

5.  Travel among all sites on an as needed basis to do the above functions.

6.  Cooperate with clinical and administrative supervisors to facilitate operations as they involve the Client Record Management System.

7.  Update training manuals, sample charts, etc. used in the Client Records Department (at all sites).

8.  Assist with the monthly purge of the physical charts in long term storage.

9.  Provide customer service to internal and external customers and stakeholders.

10.  The employee must work well under pressure meeting multiple and sometimes conflicting deadlines.  The employee shall, at all times, demonstrate cooperative  behavior with colleagues and supervisors.

11.  Participates in the Performance Improvement Processes in the Clinic.

12.  Performs word processing and other duties as assigned.

PRIMARY CONTACTS: 

  • Internal and external peers
  • Minimal contact with patients

POSITION REQUISITES:

Qualifications and Experience

Required:

  • High School Diploma or General Equivalency Diploma (?GED?) with experience
  • Computer experience, office machines, copy machine and facsimile machine
  • High School Diploma
  • 21 years of age or older

Preferred:

  • Experience working in Medical Records
  • Well versed in Federal HIPPA Guidelines & State Legislation concerning confidentiality of client information and releases. 
  • An associate's degree or higher from an accredited college or equivalent certificate
  • Supervisory Experience
  • Office Suite software experience

Skills/Abilities

Required:

  • Ability to drive a company vehicle
  • Understand and follow instructions
  • Perform  multiple tasks
  • Work independently
  • Able to prioritize tasks
  • Ability to lift 30 - 40 lb banker boxes

WORKING CONDITIONS:

Physical Requirements;

Able to sit, stand or walk for extended periodsof time.

Lifting and reaching.

Equipment Operation:

Computer, scanner, laser printer, fax, copy machine, postage meter and telephone.

Environmental Conditions:

Air conditioned and/or heated office setting

ACCOMMODATION(S):

Mohave Mental Health Clinic will provide reasonable accommodation for individuals with disabilities, unless it would cause undue hardship.  We define reasonable accommodation as any change in the work environment or in the way a job is performed that enables a person with a disability to enjoy equal employment opportunities.  We will make a good faith effort to list any special requirements in our job descriptions.