Non-exempt; regular full-time; employment-at-will position
SCHEDULE
Generally Monday-Friday, 40 hours per week, within Kanza's hours of operation. Schedule flexibility may be required based on operational needs.
PRIMARY LOCATION
Hiawatha Main Office; travel to other Kanza locations may be required as needed. PURPOSE The Medical Records Specialist supports the integrity, confidentiality, security, accessibility, and appropriate release of client health information. The position maintains accurate electronic and paper records, processes requests for information, supports documentation quality and audit readiness, and helps ensure medical records are handled in accordance with organizational policy and applicable federal and state requirements. The role works closely with clinical, administrative, billing, quality, and leadership staff to support timely and accurate health information management.
ESSENTIAL JOB FUNCTIONS
Process requests for medical records and other protected health information in a timely and accurate manner, releasing only information that is authorized and appropriate for the request. Review Releases of Information (ROIs) and other authorizations for completeness, validity, expiration, required signatures, and appropriate legal authority before information is released. Apply the minimum necessary standard and follow Kanza policy, HIPAA, applicable state law, and 42 CFR Part 2 requirements when applicable to the information being requested or disclosed. Document disclosures and record-release activity in the electronic health record (EHR) or designated tracking system in accordance with organizational standards. Maintain the confidentiality and security of client records, including securing the Medical Records area, protecting paper records, safeguarding electronic information, and preventing unauthorized access. Report suspected or confirmed privacy, security, documentation, or records-management concerns promptly to the Health Information Manager, Privacy Officer, or other appropriate leadership. Scan, upload, index, route, and file clinical and administrative documents accurately in the EHR, ensuring information is placed in the correct client chart and document category. Maintain paper records, archived records, and other health information in accordance with Kanza retention, storage, and destruction procedures. Monitor records for missing, incomplete, delayed, or potentially inaccurate documentation, including signatures, treatment plans, required forms, and other documentation elements, and communicate concerns to the appropriate staff or manager. Assist providers and departments with maintaining current treatment plans and required documentation by identifying outstanding items and communicating follow-up needs. Coordinate with clinical and administrative departments regarding chart closure, discharge documentation, inactive records, and other record-status needs in accordance with established procedures. Manage incoming and outgoing faxes and other approved methods of exchanging health information, verifying that information is sent to and received by the appropriate party. Assist with Utilization Review, payer requests, audits, chart reviews, and other records requests as assigned, ensuring requested documentation is accurate, complete, and provided within required timeframes. Support organizational readiness for CCBHC, Medicaid, payer, accreditation, quality, and regulatory reviews by maintaining organized records and assisting with record retrieval and documentation requests within the scope of the position. Assist with subpoenas, court orders, attorney requests, law-enforcement requests, and other legal requests for records only in accordance with Kanza policy and under the direction of the Health Information Manager, Privacy Officer, or other designated leadership. Provide guidance or training to staff regarding medical-record processes, record access, ROIs, documentation expectations, and privacy/security practices as assigned and within the scope of the position. Maintain logs, reports, tracking tools, and other records-management data as assigned, and provide regular updates to the Health Information Manager. Collaborate professionally with clients, staff, providers, external agencies, and other authorized parties while maintaining confidentiality and appropriate boundaries. Provide coverage and assistance with other Health Information Management or administrative duties as needed to support department operations, staffing needs, or workload demands.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
High school diploma or equivalent required; additional education or training in health information management, medical office administration, behavioral health, or a related field is preferred. Previous experience in medical records, health information management, a medical office, behavioral health, or a related setting is preferred. General knowledge of computers and the ability to learn and effectively use electronic health record systems, secure communication tools, and standard office software. Working knowledge of confidentiality, privacy, and security expectations related to protected health information; familiarity with HIPAA and records-release requirements is preferred. High level of accuracy, attention to detail, organization, and follow-through. Ability to prioritize multiple requests, meet deadlines, and maintain accurate records in a fast-paced environment. Ability to communicate clearly and professionally, both verbally and in writing, with clients, staff, providers, and external parties. Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion. Ability to work independently while also collaborating effectively with others across departments.
PHYSICAL DEMANDS
Remaining stationary, including sitting or standing, for prolonged periods. Using a computer and viewing computer screens for extended periods. Moving between workstations and office areas to complete assigned tasks. Occasionally lifting, carrying, adjusting, or moving objects weighing up to 25 pounds. Performing repetitive motions involving the wrists, hands, or fingers. Communicating with others to exchange information.
WORKING ENVIRONMENT
Work is generally performed in a professional office environment using standard office and computer equipment. The position may require travel to other Kanza locations within the service area as needed. The employee may encounter confidential, sensitive, or time-sensitive information and is expected to maintain appropriate privacy and security practices at all times.
CONFIDENTIALITY AND COMPLIANCE
All Kanza employees are expected to maintain the highest level of confidentiality and ethical conduct. The Medical Records Specialist must comply with Kanza policies and procedures and all applicable privacy, security, documentation, and records-management requirements. Access to client information must be limited to legitimate job-related purposes.
SALARY AND WAGE DISCLAIMER
Compensation for this position is determined in accordance with Kanza's established wage structure and may vary based on qualifications, experience, internal equity, and other job-related factors. Nothing in this job description creates a guarantee of a particular wage, salary adjustment, or continued employment.
JOB DUTIES DISCLAIMER
The duties and responsibilities listed in this job description are intended to describe the general nature and level of work performed and are not an exhaustive list of all responsibilities, duties, or skills required. Kanza may assign additional duties, modify responsibilities, or require temporary coverage in other work areas based on organizational needs.
REASONABLE ACCOMMODATION
Kanza Mental Health & Guidance Center will provide reasonable accommodation to qualified individuals with disabilities in accordance with applicable law. An employee must be able to perform the essential functions of the position with or without reasonable accommodation.
