CommWell Health

HIM Clerk - Newton Grove, NC

US-NC-Newton Grove
4 months ago(8/4/2017 12:53 PM)
# of Openings
Customer Service/Support


SUMMARY: Responsible for the maintenance and processing of all medical and behavioral health records..





  1. Scanning and attaching of referral appointment letters and consultation reports received to the appropriate electronics medical record and task to the ordering provider for review within 48 hours of receipt.
  2. Scanning and attaching of all transferred records, requested records and other ”paper” records (behavioral health counseling notes, handwritten encounter notes, etc.) received to the appropriate electronics medical record.
  3. Monitoring of electronic fax folders and processing of received faxes, including attaching faxes to patient electronic medical record and tasking to providers for review and appropriately forwarding other faxes received, (i.e. medication refill requests ).
  4. Handling of incoming telephone calls regarding medical records needs from CWH sites, outside organizations and patients.
  5. Filing and pulling of paper Behavioral Health records for appointment and upon request.
  6. “Loose Filing” of all additional documentation for established Behavioral Health records
  7. Scanning of paper behavioral health “medical referral” consult notes/summaries and task to ordering provider.
  8. Processing of medical record requests/releases including: review of request, producing copies of records (paper or CD0, faxing or packing records for mailing, preparation of records charges (if applicable), and documentation of the request/release.
  9. Processing of behavioral health record requests/releases including review of request producing copies, presenting to assigned counselor for final approval, packaging records for mailing, preparation of record charges (if applicable) and documentation of request/releases.
  10. Processing of “Request for Records” forms including: form completion, faxing and/or mailing and documentation of the request sent.
  11. Retrieve patient records from outside agency portals for hospitalization and/or specialty visits.
  12. Processing of subpoena for records including: reviewing the subpoena with supervisor, producing paper of electronic copy of record, documentation of release, packaging for return receipt mailing or hand delivery if required.
  13. Processing medical and Behavioral Health record requests for release directly to a patient including: assisting patient in completion of release form, verification of patients’ identity, preparing copy of records to be released, preparing record charges, (presentation for assigned counselor for approval-BH records), and documentation of release.
  14. Manage duplicate Intergy records including resolving all pending issues, directly or via task request, verification of all information to confirm duplication, and merge duplicate Intergy records as deemed necessary.
  15. Monitor number of provider unsigned/”WIP” encounter notes and send providers reminder emails.
  16. Assist BH clerical staff with the creation of “new patient” records.
  17. Assist Referral Specialists in closure of “referral loop” through obtaining delinquent referral consult reports.
  18. Assist with management of stored paper records including: moving, shelving and processing for destruction.
  19. Monitor “overnight” voicemail box, receive messages, task and/or email messages to appropriate recipients.
  20. Assist “approved” outside record auditors (i.e. Medicaid, CDC) with obtaining necessary information from the electronic health record.
  21. Assist with patient health maintenance reminder letters, etc. for Patient Centered Medical Home.
  22. Assist Director of Quality and Performance Improvement with medical records audits and clerical needs.
  23. Participate in Service Excellence and Quality Improvement projects.



EDUCATION and/or EXPERIENCE: High School diploma or GED. Clerical experience.


LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.    


MATHEMATICAL SKILLS: Ability to apply concepts of basic mathematics.


REASONING ABILITY: Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.




OTHER SKILLS AND ABILITIES: Basic computer and office equipment knowledge. Knowledge of alphabetical and numerical filing system.


Hours:  Mon - Wed, 8:00 - 5:00.  Thurs - 8:00 - 7:00.  Fri, 8:00 - 1:00


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