Records Department Data Entry Officer

Position Summary The Records Department Data Entry Officer is responsible for receiving, reviewing, tracking, and coordinating medical records requests. The role ensures all requests are accurately documented, routed to the appropriate teams, and processed within the required timelines while maintaining compliance with HIPAA and internal procedures. Key Responsibilities 1. Email Management o Receive and review incoming records request emails. o Send acknowledgement emails to requesters. o Request HIPAA authorization or any other missing documentation when required. o Respond to routine email inquiries related to records requests. 2. Patient Chart Updates o Document all incoming records requests in the patient's chart. o Upload and label supporting documents, including HIPAA authorizations and request forms. 3. Records Tracker Management o Enter all new records requests into the Records Tracker. o Maintain accurate and up-to-date request information, including requester details, request type, received date, due date, and current status. 4. Coordination and Follow-up o Request missing medical records, billing documents, or supporting information from the relevant departments. o Follow up with internal teams to ensure timely submission of outstanding documents. o Escalate delayed requests where necessary. 5. MoveDocs Processing o Submit eligible records requests to MoveDocs for processing. o Monitor the status of requests sent to MoveDocs and follow up when necessary. 6. Request Review and Routing o Determine the appropriate processing pathway based on the request type. o Forward requests to the relevant departments or personnel for action, including Records, Billing, Providers, or Scribes, as applicable. Key Competencies  Excellent attention to detail and accuracy.  Strong organizational and time management skills.  Effective written communication and professional email etiquette.  Knowledge of HIPAA and patient confidentiality requirements.  Proficiency in Google Workspace.  Ability to work independently while collaborating with cross-functional teams. Key Performance Indicators (KPIs)  Timely acknowledgement of incoming records requests.  Accurate documentation in patient charts and tracking systems.  Compliance with internal turnaround times.  Minimal data entry errors.  Timely follow-up on outstanding records and billing requests.  Effective coordination with internal departments to ensure prompt request completion.