Medical Records Coordinator

Job DetailsLevel: ExperiencedJob Location: Marion Office - Marion, NC 28752Position Type: Full TimeEducation Level: High SchoolJob Shift: DayJob Category: Admin - ClericalJob Location: Marion

Position Type: Full time

A Caring Alternative, LLC (ACA) is a well-established comprehensive care agency providing behavioral health and substance use disorder services to adults, adolescents, and children in Western North Carolina. The agency was founded on the belief that when people truly care and are willing to go the extra mile, we will not only improve lives, but we will also create success in the lives of the people we support.

To more about us, visit our website at www.caringalternative.com.

Why apply at A Caring Alternative?

We celebrate diversity, so bring YOU! We want you to be proud and comfortable to bring your true self and we strive to enhance the value of our work through respectful curiosity of one another’s culture.
Competitive Payrates! We offer a competitive rate of pay.
Work related mileage is paid tax free.
Be a Team Member! As a member of our team, we are dedicated to promoting your talents, skillset, and energies to improve the environment and quality for those we serve. We are in the business of caring and committed to building an organization where our team can grow together by helping others.
Strong Core Values! Join our values-based, family-owned company with a culture that we care.
Flexibility! We work in a team environment and promote flexibility. One of our core values is that our employees have a healthy work-life balance.
Training! Solid training is provided & paid for by the company. Free CPR, First Aid and NPI training. CEUs are available and external training is also paid for by the company.

Benefits! We offer a comprehensive benefits package for full time employees.

Company laptop provided for most positions
401(k) & Roth retirement plans
Company matching 401(k) & Roth
11 paid holidays
Direct deposit
Paid Time Off accrual begins 60 days after hire
Major medical, dental & vision insurance plus 16 hours paid sick time after 60 days
Company paid Life Insurance policy
Short term & long-term insurance available
Employee Assistance Program for free financial, emotional & legal help

The Medical Records Coordinator makes certain that consumer data is being compiled, updated, and organized accurately in compliance with regulations.

Job Duties include

Greet, assist and/or direct clients, visitors and the general public
Represent the agency in a professional manner at all times
Establish knowledge of services provided and agency policies and procedures
Establish and maintain effective working relationships with all personnel, consumers, and other stakeholders
Maintain the confidentiality of all clients and client related information of A Caring Alternative
Answer all incoming calls and handle callers’ inquiries whenever possible
Re-direct calls as appropriate and take adequate messages when required
Disseminate pertinent information to all staff in a timely manner
Complete and track all ‘Assurance of Confidentiality’ forms with all visitors
Manage the waiting area and ensure all individuals are checked in/out and that appointments are scheduled
Verify insurance eligibility for all new clients and for existing clients as needed
Prints and completes intake packets with new clients (and parent or guardian) when covering front desk
Collect co pays, process payments and provide receipts to clients and business office when covering front desk
Update appointment calendars for OPT and Medication Management
Fill vacant appointments as necessary for OPT and Medication Management
Provide follow-up calls and text messages to clients to remind of scheduled appointments in a timely manner or as needed
Processes and follows up with all external referrals received
Responsible for all scheduling needs for OPT and Medication Management when covering the front desk
Keep waiting area clean and put items back in their place throughout the day when covering the front desk
Scan and upload various documents into client charts in electronic health record
Process all opening, discharge, annual update, and transition packets for OPT and all enhanced services
Process medical records requested by authorized vendors such as hospitals or MCO’s
Track authorizations for all enhanced services
Verify units authorized and dates
Enter authorizations into the electronic health record for OPT and all enhanced services
Enter new client information into electronic health record obtained during walk-in clinic or from an outside referral for OPT and all enhanced services or update information if a previous client already entered
Assists medication providers with any in office needs (sending invites for telehealth sessions, helping with email, helping to resolve all scheduling concerns, helping with any medication and pharmacy issues, and any other issues related to Medication Management) when covering
Submits and tracks any prior authorizations needed for medications so they can be filled at the pharmacy when covering
Creates charts for new clients for Medication Management
Breaks down chart and scans and uploads all documents into client’s chart in electronic health record upon discharge from Medication Management
Correct deficiencies noted on all audits by established guidelines
Checks faxes daily as needed and processes or distributes to appropriate staff as needed
Forward complaints or concerns from clients, employees, referring agencies, or families to Chief Compliance Officer or Director of Operations
Responsible for maintaining compliance with all corporate policies and procedures
Complete training and updates as required per agency policy
Comply with all local, state, and federal laws, regulations, and guidelines
Advise supervisor of any out of compliance concerns
Ensure the rights of the people served are upheld and their confidentiality is protected
Other duties as assigned by supervisor

Basic Requirements

Demonstrates the appropriate specialized knowledge required to perform the job effectively and efficiently.
Exhibits the skills necessary to complete tasks using established techniques, materials, and equipment.
This includes learning and adapting to changing skill requirements.
Demonstrates accuracy and thoroughness.
Applies feedback to improve performance.
Conserves organizational resources.
Commits to doing the best job possible.
Looks for ways to improve work quality.
Monitors own work to ensure quality.
Takes responsibility for own actions.

Education and Experience Required

High School Diploma or equivalent
3-5 years’ healthcare experience in a physician office or outpatient setting.
Excellent interpersonal skills and ability to work independently.

A Caring Alternative, LLC is a CARF accredited service provider with facilities in Asheville, Hickory, Marion, Statesville and Morganton, NC. A Caring Alternative, LLC is CABHA certified and a Trauma Informed Agency. We provide an array of services to Alexander, Buncombe, Burke, Catawba, Caldwell, Iredell, McDowell, and Mitchell counties which consist of Assertive Community Treatment Team, Community Support Team, Day Treatment, Integrated Care, Intensive In-Home, Medication Management, Outpatient Therapy, and Therapeutic Foster Care.

EEO