Medical Records and Office Support Clerk

Hebrew SeniorLife employees set the highest standard in our commitment to redefine the experience of aging. With compassion, resilience, and determination, we make a difference in the lives of patients, residents, their families, and the broad senior care community every day. And they in ours as well. These life-changing connections give our work meaning and fuel our desire to advance our potential. To be all that we can be. At Hebrew SeniorLife, that’s uniquely possible. Because here we’re supported to always keep growing. And as we do, so does our collective impact.

Our benefits include:

• Excellent medical and dental benefits, available on your first day for positions over 24 hours/week
• A 403b retirement plan open to all employees, including per diems
• Generous paid time off
• On-site health and wellness programming
• Tuition reimbursement and scholarships
• An employee recognition program

Responsible for organizing and maintaining patient's medical records, including personal information, medical history and billing records. Clerk is responsible for data entry as well as creating and implementing filing systems. They ensure that the records are being managed according to industry standards. They also confirm that the records are complete and correct. Works in collaboration with other departments to ensure smooth admissions, discharges and record retrieval.

Position Responsibilities Include:

• Assists in answering and directing calls that come into the main home care line.

• Responsible for accessing, maintaining and auditing all medical records.
• Sends all Plan of Care’s and Supplemental Orders to Primary Care Physicians for each patient to obtain signature. Tracks and follows up with MD offices on all outstanding orders to be sure they are returned within 30 days to ensure regulations are met and final billing can be performed.
• Sends Transfer and Discharge Summaries to Primary Care MD within regulated time frame.
• Scans all MD orders once signed and received from MD and attached to appropriate electron patient record.
• Tracks HH admissions and discharges in Patient PING
• Assists with the responsibility of tracking patient hospitalization status, communicating to appropriate clinical and operational staff.
• Supports and assists with accounts receivable tasks for service reimbursement
• Organizes off site storage while keeping updated logs to ensure we are able to retrieve record seamlessly if necessary.
• Creates SOC packets for all Home Health Admissions
• Is responsible for keeping the Emergency Preparedness Binder current.
• Tracks outstanding clinical documentation from clinical staff and reaches out individually when documents are missing
• Manages Tiger Text – clinicians submit all SOC/ROC/DC paperwork via Tiger Connect. Medical Records is responsible for saving and attaching each document to EMR
• Participates in personal and professional growth and development including staff meetings and in-service education.
• Responsible for tracking office supplies
• Receives mail and packages and distributes as necessary
• Facilitates Discharge Task for all patients in EMR
• As directed, collaborates to create an agency environment in compliance with federal, state, and local regulatory agencies. Complies with HIPPA regulations and practice policies for the privacy and security of patient information
• Assists with providing data entry support as necessary for timely admissions.

• Responsible for agency messaging including reading and maintaining email.

• Completes special projects as assigned

• The above covers the most significant responsibilities of the position. It does not however, exclude other duties which would be in conformity with the level of the position.

• Proficient computer skills.

• Experience using an electronic documentation system (Allscripts experience a plus). 

• Good verbal and written communication skills.

• Must be motivated to learn and flexible to change.

• Strong customer service skills.

• Knowledge of Medicare regulations for certified home care preferred