Medical Records Representative

Job Duties

Position Summary

This role requires a flexible, forward thinking individual who can adapt to a continually evolving work environment and work effectively with team members. The position is centered on delivering exceptional service to both internal and external customers while supporting patients with professionalism and care. A strong commitment to protecting patient privacy and maintaining HIPAA compliance is essential. The role also requires a willingness to take on additional responsibilities as needed to support the organization’s ongoing growth and operational needs.

Expected compensation between $19.97 - $23.97/hour. Compensation will be determined based on relevant experience and skills.

HIM Representative Essential Functions

• Incoming Consults: Utilizes the established process including pre-registration for all new incoming referrals. Processes Including but not limited to the following.

o Data entry of demographics

• Clearly and concisely document every patient interaction in our EMR system.

• Take electronic messages and convey information to respective medical care provider teams.

• Provide excellent customer service in all interactions with internal and external customers

• Respond to patient inquiries both over the phone and electronically.

• Complete other daily functions including but not limited to listening and returning voicemail messages, or electronic messages, working daily reports and tasks.

• Outgoing Consults: Completes transition of care paperwork, and sends referrals to outside providers/facilities. Follows up to confirm the referral has been scheduled and ensures all post appointment documentation is received from the external provider.

• Prepares and scans medical records into electronic format utilizing established processes.

• Scheduling Admin maintenance, including but not limited to adding provider schedules 13 months in advance following established processes. Tracks appointment slot counts for quarterly reporting and converts unfilled slots according to clinic operations guidelines. Implements approved template changes and records all updates in the spreadsheet used by the contact center.

• Supports Patient Portal: Enroll and un enroll patients, respond to portal communications, and provide technical support over the phone. Update patient demographics and process any submitted information, including forms, as part of portal support activities.

• Compiles processes and maintains patent’s health information in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements of the practice in a timely manner.

Other Essential Functions

• Must be available to work outside of regular working hours on occasion and able to travel to other AEC offices as needed.

• Must present self at the workstation, ready for work, at the scheduled time.

• Participates in department and company meetings, as requested.

• Performs other duties as assigned.

Minimum Education Required

Education & Licensing

• High School Diploma, or equivalent, required.

Minimum Experience Required

Experience

• Health care industry experience and experience with Electronic Medical Records is preferred.

Shift

First (Day)

Number of Openings

1

Compensation

$19.97 - $23.97 / Hourly

Postal Code

55082

Job Type

Full Time

Place of Work

On-site

Requisition ID

29348

Job Benefits

Comprehensive Benefits Package

• Health insurance

• Dental insurance

• Employer paid life and accidental death and dismemberment benefit

• Employee assistance program (EAP) benefit

• Company matched 401(k) plan

• Flex spending accounts (medical and dependent care)

• Health Savings Account

• Voluntary Benefits and Life Insurance Coverage

• PTO – Accrual begins on Date of Hire

• Floating Holiday Day

• Annual Scrubs allowance for clinic employees

• Free annual eye exams for you and your immediate family

• Significant discounts on our services and products for employee and immediate family members

Job Type: Full-time

Associated Eye Care is an Equal Opportunity/Affirmative Action Employer