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Coordinator, Medical Records/Quality Assurance

Location: Kwajalein Atoll, Marshall Islands
Date Posted: 06-15-2017
  • Under general supervision of the Business Operations Supervisor (remote) and Hospital Administrator (local), compiles, processes, and maintains medical records of hospital and clinic patients.
  • Under the direction of the Business Operations Supervisor, the Release of Information must always safeguard and protect the patient’s rights to privacy by ensuring that only authorized individuals have access to the patient’s medical information.
  • Ensures that all releases of information are in compliance with the patients’ request, authorization, company policy and HIPAA statues.
  • Required to maintain a professional health care office environment on a day-to-day basis, working with confidential and personal health information in a conscientious manner and providing patients and other requestors with the appropriate level of service.
  • Engages in direct customer service and must perform duties and conduct interpersonal relationships in a manner designed to project a positive image of the department and the Hospital.
  • Works with team leader, supervisor, manager, and other members of the department to promote a harmonious work environment.
  • Interacts with requestors to identify medical records needed for patient care, review, billing or release of information.
  • Prioritizes release of information requests, retrieves medical records from active and inactive and interdepartmental locations, electronically tracks and delivers records in accordance with established procedures
  • Performs self-quality checks on all work to assure accuracy of the release, confidentiality and proper invoicing.
  • Handles all requests and inquiries for patient health information whether received via mail, fax, phone or in-person.
  • Verifies the patient identity and confirms that the authorization is valid.
  • Ensures the requesting party has a legal right to request a patient’s medical information.
  • Provides excellent customer service by being attentive and respectful; ensures understanding of customer request and follows-through as promised; and being proactive in identifying client concerns, or problems.
  • Promotes quality improvement, staff and patient safety, and cultural diversity through department operations and by personal performance.
  • Provides service in a manner that is appropriate for the patient’s age; demonstrates knowledge and skills necessary to meet the patient’s physical, psychosocial, educational, and safety needs.
  • Presents a courteous and helpful demeanor, appropriate for age, to all patients, visitors, other employees/medical staff members, or any other person an employee encounters while representing Kwajalein Hospital.
  • Participates in compliance activities under the direction of the Department Manager and Hospital Administrator.
  • Plans, develops, maintains and operates health record indexes and storage retrieval systems for Kwajalein Hospital.
  • Prepares medical records for long-term storage and maintains a list of patients who have completed the PCS process for file tracking.
  • Maintains minimal onsite medical records for Kwajalein residents, TDY visitors, RMI patients, Active Duty soldiers and dependents.
  • Scans and digitizes medical records into APRIMA.
  • Coordinates the preparation and submission of vital statistics documents, to include Birth Certificates and Death Certificates through the RMI government.
  • Collects clinical quality data from incident reports; Performs clinical quality assurance data analysis, tracking and reporting for performance improvement purposes.
  • Collects infection control data from APRIMA; Performs infection control data analysis, tracking and reporting for performance improvement purposes.
  • Acts as administrative liaison for Medical Services committees, scheduling meetings and completing minutes.
  • Maintains policy and procedure document configuration for Medical Services.
  • Interfaces with the public and internal clinical staff to meet medical records requests, providing excellent customer service.
  • Performs audits of the hybrid medical records system to ensure accuracy and completion of the documentation.
  • Other duties as assigned. 
  • Advanced level computer skills in Microsoft Office, Word, and Excel with a commitment to learning new software.
  • Knowledge of hospital medical records systems, processes, procedures and documentation standards.
  • Strong organizational skills; knowledge of administrative and clerical procedures, managing files and records, establishing databases and designing forms.
  • Demonstrated knowledge of current Joint Commission and NCQA PCMH standards, performance improvement and survey process.
  • Ability to use independent judgment required to plan, prioritize, organize, and complete a diversified workload with minimum supervision and direction.
  • Adaptable to shifting needs and evolving priorities.
  • Skill in maintaining confidences regarding sensitive situations.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge and implementation of quality assurance requirements associated with hospital and medical training processes.
  • Knowledge of data collection techniques; ability to make evaluative judgments.
  • Demonstrated skill using an electronic medical record and practice management system (APRIMA), training records, auditing, policy development and implementation, and configuration management. 
  • Knowledge of Six Sigma program tools and methodologies and/or Six Sigma Certification.
  • Application of Six Sigma tools in leading and participating in improvement projects. 
  • 2 years of experience directly related to the administrative duties and responsibilities in a health care environment.
  • Background and experience in clinical education settings is highly desired.
  • Experience in an accredited health care organization is highly desired. 
  • Bachelor's degree in health care or a related field. 4 years of related experience can be used in lieu of a degree.  
  • RHIT or CPEHR certifications.
  • Common Access Card (CAC) required to perform job duties.
  • This position is unaccompanied.
  • US Citizen or Permanent Resident Card is required. 
  • Must be able to relocate to the United States Army Kwajalein Atoll.
  • Traveling to Kwajalein Atoll, you are required to have a valid passport in your possession prior to relocation. You must maintain a current passport during your stay on Kwajalein Atoll.
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