Referrals Coordinator/Medical Records Clerk

Overview: LifeLong Medical Care is looking for a Referrals Coordinator/Medical Records Clerk at our Over 60 Health Center in Berkeley. The Referrals Coordinator/Medical Records Clerk will work with a multi-disciplinary provider team in the delivery of general primary care medical services in a community health setting. Under the general supervision of the Center Supervisor, the Referrals Coordinator/Medical Records Clerk is responsible for the efficient running of the front desk including reception, appointment scheduling, patient intake and flow, financial eligibility and cashiering, and telephone operation. Other responsibilities include providing specialty referrals, follow-up, data entry and tracking. The Referrals Coordinator/Medical Records Clerk is responsible for implementing day-to-day Medical Records assignments and assuring timely response to the provider team. Responsibilities for the maintenance of patient medical records, implementation of systems for the retrieval of medical records and for supporting effective department workflow.

This is a full time, 40 hrs/wk, benefit eligible position.
LifeLong Medical Care is a large, multi-site, Federally Qualified Health CentFQHCFQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have over 15 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more. LifeLong Medical Care is an equal opportunity employer. We strongly encourage applications from women, people of color, and bilingual and bicultural individuals and members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical condition.
Benefits We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including nine paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan.
COVID-19 Vaccine Policy In accordance with LifeLong Medical Care's commitment to provide and maintain a workplace that is free of known hazards, we have adopted a Mandatory COVID-19 Vaccine Policy to safeguard the health of our employees and their families; our patients and visitors; and the community at large from infectious diseases, that vaccinations may reduce. This policy will comply with all applicable laws and is based on guidance from the Centers for Disease Control and Order of the California State Public Health Officer. Unless a reasonable medical or religious accommodation is approved, all employees must receive COVID-19 vaccinations. Responsibilities: Medical Receptionist

• Responsible for patient reception and client intake, managing flow of visit from front to back office. Keeps patient informed on the status of their visit.
• Performs computer data entry in registration, scheduling and other programs as assigned.
• Answers clinic phones and directs calls appropriately.
• May provide back-up support for the Financial Eligibility Clerk/Cashier and Administrative Assistant.

Referrals Support

• Calls specialist offices to confirm receipt of referrals, asks Referral Coordinator to resend the referral if necessary.
• Enters notes in NextGen Referral Manager and I2I to update referral status.
• Prints out monthly I2I Referral reports and performs telephone follow up on referrals.
• Contacts specialist offices to obtain consult notes as needed.
• Sends out reminder letters to patients when appointment needs to be schedule and for missed appointments.

Medical Records

• Maintains medical records system, including: pulling charts for patient appointments, re-filing charts, assembling new charts and integrating them into files, filing lab reports, repairing charts, and locating charts for medical providers and other staff members.
• Assists triage nursing team by pulling charts for triage calls.
• Duplicates immunization records when requested by patients.
• Responds to written requests for patient information and calls from other facilities by pulling charts and forwarding to appropriate provider in timely fashion.
• Assists chart prep personnel by locating results when requested to do so the day prior to the patient’s appointment.
• Receives daily incoming mail, distributes with charts as needed to appropriate recipients.
• Manages retrieval of charts from storage, purges charts and manages storage of purged charts.
• With instruction from provider, arranges for copying patient records requests and/or complete records requests from outside sources, adhering to timelines for completion.
• Other duties as assigned by Medical Records Supervisor.

Qualifications:

• Commitment to the provision of primary care services for the underserved with demonstrated ability and sensitivity in working with a variety of people from low-income populations, with diverse educational, lifestyle, ethnic and cultural origins.
• Strong organizational, administrative and problem-solving skills, and ability to be flexible and adaptive to change.
• Excellent interpersonal, verbal, and written skills and ability to effectively work with people from diverse backgrounds and be culturally sensitive.
• Ability to prioritize competing work demands and tasks from clients or staff
• Ability to work effectively and calmly under pressure in a positive, friendly manner
• Work in a team-oriented environment with a number of professionals with different work styles and support needs.
• Willingness to cross-train and perform the functions of financial eligibility, cashiering and telephone operations.
• Conduct oneself in external settings in a way that reflects positively on LifeLong Medical Care as an organization of professional, confident and sensitive staff.
• Ability to see how one’s work intersects with that of other departments of LifeLong Medical Care and that of other partner organizations.
• Make appropriate use of knowledge/ expertise/ connections of other staff.
• Be creative and mature with a “can do”, proactive attitude and an ability to continuously “scan” the environment, identifying and taking advantage of opportunities for improvement.

Job Requirements

• High school diploma or GED.
• One year experience as Medical Receptionist with scheduling and multi-line telephone answering experience.
• Proficient in standard office software (Microsoft)

Job Preferences

• Bilingual (English/Spanish)
• Previous experience in working in a community health center.
• EPIC experience.