Medical Records Coordinator -Hybrid full time
Wentworth-Douglass Hospital(WDH)

Job Info

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Wentworth-Douglass Hospital, an affiliate of Mass General Brigham, is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve. At Mass General Brigham, we believe in equal access to quality care, employment and advancement opportunities encompassing the full spectrum of human diversity: race, gender, sexual orientation, ability, religion, ethnicity, national origin and all the other forms of human presence and expression that make us better able to provide innovative and cutting-edge healthcare and research.

Wentworth-Douglass Hospital remains among the nation's top hospitals for patient experience as a recipient of the Healthgrades 2021 Outstanding Patient Experience Award for the eighth consecutive year. Wentworth-Douglass Hospital is renowned as one of the largest acute care hospitals in the Seacoast region of New Hampshire and Southern Maine. At Wentworth-Douglass, we value people who contribute to patient-centered care that enhances community health; we recognize and reward those who share our values and transform our patients' lives. We invite you to explore opportunities, cultivate community wellness and professional growth.

Supports patient care and safety by conducting patient outreach to close care gaps for chronic health issues and health maintenance. Ensure accurate entry of each patient's medical information into the EMR. Performs due diligence in verifying information entered into records is the most current information, is scanned and filed correctly within the electronic filing categories and is correctly entered into discreet data fields per approved workflows. Learns new medical terminology and develops familiarity with tests/studies specific to the practices as needed to accurately enter patient results and file scanned documents. Maintains currency in Epic as upgrades and enhancements are implemented. Develops and maintains a professional relationship with co-workers, including WHP practice staff and providers, and ensures the highest level of customer service with internal and external contacts.

1. Data Entry
a. Key data from a variety of data collection sources into Epic with 100% accuracy, verifies and corrects all identified discrepancies. Scans all appropriate documentation into Epic, assigning to the correct category with 100% accuracy.
b. Independently performs all clinical data cleaning activities on assigned projects.
c. Provides input on data processing, operational procedures, and database development standards.
d. Verifies and ensures integrity of data by reviewing patient medical records to identify open orders and confirm gaps in care. Closes orders per documents workflows. Works collaboratively with providers to conduct appropriate patient outreach to close care gaps.
e. Identifies and informs supervisor of problems or questionable data and suggest solutions and implement resolutions.
f. Performs other administrative tasks, such as document processing, filing and file maintenance.
g. Maintains quality standards while meeting goals of timeliness and quality.

2. Outreach and Tracking
a. Notifies patients and informs them of provider recommendations based on specific direction/instruction from the physician or provider utilizing approved protocols.
b. Thoroughly documents all patient telephone conversations in real time.
c. Facilitates the completion of mail mergers and patient outreach letters as applicable.
d. Utilizes tools and techniques developed by Language of Caring to ensure a positive patient experience.

3. Orders Management (Loop Closure)
a. Identify provider orders that have not been completed.
b. Research/Investigate order progress.
c. Complete orders management (loop closure) steps and document in the electronic health record per standard operating procedure.
d. Tracks daily/weekly performance metrics per supervisor.

4. Supports the overall functioning of the department.
a. Alerts supervisor in a timely manner of issues affecting performance and/or meeting specified goals/timeframes.
b. Alerts appropriate staff when supplies are low and/or office equipment is not properly functioning.
c. Provides excellent customer service to internal and external contacts, ensuring follow-through on and completion of requested assistance.

5. Professional Development
a. Acquires and maintains current knowledge and competency in performing assigned functions.
b. Participates in ongoing educational activities and acquires knowledge and skills appropriate to role.
c. Ensures good teamwork and effective interpersonal relationships.
d. Communicates effectively and handles confidential matters per policy and procedure.
e. Recognizes sensitive situations and seeks appropriate assistance.
f. Monitors personal work ethics, behaviors and attitude.
g. Recommends improvement in work environment.
h. Evaluates own performance and recognizes opportunities for improvement.
i. Recognizes own strengths and uses them to benefit patients, co-workers and the profession/organization.

6. Performs administrative duties in the practice
a. Responds to emergencies and summons the appropriate personnel.
b. Performs all other duties as assigned/directed.

Qualifications
Experience Minimum Required
• Advanced medical terminology, LNA or MA Training.
Experience Preferred/Desired
• Advanced medical terminology, LNA or MA Training.
Education Minimum Required
• High school diploma.
• Advanced medical terminology, LNA or MA training.
Education Preferred/Desired
• High school diploma.
• Advanced medical terminology, LNA or MA training.
Training Minimum Required
• Advanced medical terminology, LNA or MA Training.
Training Preferred/Desired
• Knowledge of clinical research and operations, prior data management experience.
• Demonstrate good problem solving and organizational skills, including the ability to handle and prioritize a high volume of data.
• Advanced medical terminology, LNA or MA Training
Special Skills Minimum Required
• Experience with a Practice Management and Electronic Medical Record system.
• Well developed computer skills in Microsoft Word and Excel programs.
Special Skills Preferred/Desired
• Experience with a Practice Management and Electronic Medical Record system.

EEO Statement
Wentworth-Douglass Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

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