(Archived) Medical Records Specialist

Medical Records Specialist

Akahi Associates, LLC is seeking a highly qualified Medical Records Specialist to work at our client site the National Institute of Aging in Baltimore, MD. This is a full-time position with benefits. 40 hours per week, Monday – Friday.

TASKS/SERVICES. The contractor shall:

• Assemble and maintain medical records; ensure strict confidentiality according to JCAHO and NIH policy.
• Ensure that all data is properly incorporated into the medical record; review completed documents to ensure correctness of terminology, spelling and grammar; verify that consents are signed and filed in medical record chart.
• Ensure medical record packet is complete and sent to the participant within 4 weeks and no more than 8 weeks of his/her visit
• Prepare and type mailing lists, letters, tabular data, routine medical records, examinations and other material from various sources; type information into databases; scan documents/records into the appropriate databases.
• Review monthly schedule and pull charts for visits so that records are available for clinical staff when seeing patients; retrieve charts from off-site location at NIH/NIA Biomedical Research Center at Johns Hopkins Bayview Medical Center.
• Work with NIA researchers and clinical research coordinators to obtain charts for audits and data entry.
• Prepare charts for storage after patient is deceased or inactive, with disposition of charts as directed by the NIA.
• Compose and type routine correspondence; maintain files of correspondence and other records; prepare and send out research clinical reports are directed by the PI and the protocol office.
• Ensure that all medical release forms are complete and accurate; assist staff in obtaining records as needed; answer routine questions.
• Prepare weekly BLSA charts and teleforms for incoming participants.

Addendum to Position Description/Statement of Work

For Emergency Management Responsibilities

The following responsibilities may be assigned to a contract employee of this position. Verification of whether or not a contract employee will be assigned these duties is to be obtained from the first-level of management of the position.

In an emergency situation, contract employee is available to the best of his/her abilities to perform his/her assigned duties in order to ensure the continuity of NIA’s critical core functions as appropriate. Emergencies can range from inclement weather or a building fire/flood to a natural disaster or terrorist attack. Because emergencies can happen at any time, the contract employee will provide all updated personal contact information (cell and home telephone numbers, home email address, personal blackberry pin number if applicable, etc.) to Kelly Government Solutions (KGS) to ensure rapid response in the event of an emergency outside of regular business hours.

As an emergency staff member, the contract employee will perform his/her assigned duties as requested to help protect NIA’s critical resources (e.g., staff, patients, animals, research, property), and help to ensure the continuation of NIA Critical Core Functions. The core functions include: (1) maintenance of employee safety; (2) care for clinical patients, including monitoring and oversight of Advanced Studies in

Translational Research on Aging (ASTRA) study participants; (3) care and feeding of animals; (4) maintenance of physical security; (5) maintenance of mission critical laboratory and clinical experiments and scientific equipment; (6) safeguarding perishable laboratory samples and biological stock; (7) preservation and protection of NIA information systems and data; (8) continue to make awards to grantees to enable maintenance of essential research functions; (9) maintenance of administrative functions including acquisitions, timekeeping, payroll, benefits, budget and records; (10) communication with NIA researchers and grantees; NIH and various Institutes and Centers; other government agencies; private sector partnering organizations; and key stakeholders; and (11) serving as a member of the NIA Crisis Response Team (CRT). The core functions the contract employee will be expected to support are those that relate to his/her assigned duties as outlined in the position description/statement of work.

DELIVERABLES. Upon request, the contractor shall provide documentation evidence of any and/or all work product, including, but not limited to, the following tasks:

• Work products and documents related to assembling and maintaining medical records; ensure that all data is properly incorporated into the medical record; verify that consents are signed and filed in medical record chart.
• Work products and documents related preparing and typing mailing lists, letters, tabular data, routine medical records, examinations and other material; type information into databases; review monthly schedule and pull charts for visits.
• Work products and documents related to obtaining charts for audits and data entry; prepare charts for storage; compose and type routine correspondence; maintain files.
• Work products and documents related to ensuring that all medical release forms are complete and accurate; prepare weekly BLSA charts and teleforms for incoming participants.

CERTIFICATIONS, LICENSE, PHYSICAL REQUIREMENTS OR OTHER EXPERTISE REQUIRED. The contractor must have:

• High school diploma.
• Minimum of six (6) years of related experience.
• Strong communications skills, both oral and written.
• Excellent analytical, organizational, interpersonal and time management skills.
• Knowledge of Microsoft Office Suite (MS Word, Excel, Outlook), online systems and related software.
• Ability to lift and carry up to 30 pounds.

• Upon employment must complete within 30 days upon arrival at NIH the required NIH safety and research integrity coursework/training as mandated for all scientific staff working in NIH facilities:

• Introduction to Responsible Conduct of Research
• Introduction to Laboratory Safety
• Laboratory Safety at NIH
• Protection of Human Research Subjects
• Technology Transfer Online Training
  • Must sign Patent Agreement form and Contractor Employee Patent Agreement form at vendor’s orientation

• Upon employment must complete the NIA IRP New Employee Safety Training Checklist form and send the completed Checklist form to NIA IRP Safety Officer, Room 2B117, BRC Building.

• Tasks listed on the Safety Training Checklist must be completed within one week upon arrival at NIH
• Training listed on the Safety Training Checklist must be completed within 30 days upon arrival at NIH

• Upon employment must complete required on-line training within 30 days upon arrival at NIH:
• NIH Computer Security Awareness Training
• NIH Sexual Harassment Training
• Disability Awareness Training
• Must complete required annual or bi-annual on-line training, per NIH guidelines, for:

• NIH Computer Security Awareness Training
• NIH Sexual Harassment Training
• Disability Awareness Training

For further information, please click [Register to View] to view the EEO Is The Law poster. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Only qualified individuals who are being considered will be contacted for an interview.