Records Specialist - Woods Services

We want you to join our team! We need deeply compassionate, committed, and highly talented staff.  The Woods organization is guided by their mission to support children and adults with disabilities or challenges to achieve their highest potential and independence through innovative and individualized approaches that promote learning and personal fulfillment.

Benefits

• Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• PTO- Paid time off
• On-site FREE medical center
• 403b retirement plan
• Continuing education programs
• Tuition-assisted program
• Career growth opportunities

Salary: Starting at $15.00 / hour

Job Summary

The Records Specialist is responsible for the preparation and distribution of program/medical reports to outside recipients; retrieval of documents from all electronic software and/or paper documents for outside copy requests; uploading documents into the EHR; qualitative analysis of client records; generation of letters to accompany documents for mailing to include follow-up of receipt when returned; and compilation of tallies/statistical information and preparation of various spreadsheets and routine reports. 

• Opens and processes all incoming mail and uploads documents into Carelogic daily.
• Prepares and processes outgoing mail daily and weekly.  Maintains daily, weekly, and monthly tally of all documents processed and mailed by category.
• Prepares semi-annual funding packets for mailing.  Retrieves all documents for the stated time period from electronic health records (EHR) and electronic medical records (EMR) and generates letters to authorized recipients.
• Monitors and retrieves documents from the Records “docslibrary” email account for processing.  Processes documents received (review, copy, log) prior to mailing.  Prepares letters to accompany documents for mailing.
• Provides documents to specific recipients that request email versions of documents and ensures follow-up to obtain receipts. 
• Processes and retrieves client information from client files, EHR/EMR, and microfiche for authorized correspondence requests from outside entities. 
• Updates the letter database as needed to include new contact information obtained by the Records Services Department.
• Uploads (and/or files) client documents into respective records on a daily basis.
• Tracks and logs returned consent packets and uploads them to EHR, Woods’ shared drive/Sharepoint, and electronic departmental client folders.
• Knowledge of all EHR/EMR systems in use within the company and the Records Service Department.
• Updates and maintains discharged clients' logs on the shared departmental drive.
• Provides technical assistance during licensing surveys to outside reviewers and assists with the navigation of EHR.
• Prepares records for off-site archival storage.  Creates and maintains log with control numbers and contents of each box.  Calls Iron Mountain to retrieve charts stored off-site when necessary.
• Familiarity with all Pennsylvania State regulations related to documentation requirements.  Reviews all documents for compliance with both regulatory and documentation guidelines.
• Completes special projects and generates statistics and Excel spreadsheets as assigned by supervisor.
• Completes EHR chart audits as assigned.
• Completes required training classes in Relias or as otherwise instructed.
• Answers telephone, routes calls, and relays messages as necessary.
• Maintains concentration and accuracy despite interruptions.
• Preserves and maintains confidentiality at all times.
• Maintains positive working relationships with all co-workers and management staff at all times.
• Performs other related job functions as assigned.

• A high school diploma or equivalent is required.
• Computer (Word, Excel, Windows) skills required.
• Knowledge of Carelogic, Quanum and Access preferred. 
• Excellent communication skills both verbal and written required.
• The ability to maintain concentration and accuracy despite interruptions is mandatory.
• Must be able to lift a minimum of 50 pounds.

About Woods Services

Woods Services is a Pennsylvania and New Jersey-based non-profit population health network and advocacy organization that along with its six affiliate organizations provides life-long innovative, comprehensive, and integrated health, education, housing, workforce, behavioral health, and case management services to more than 22,000 children and adults in the intellectual and developmental disability, child welfare, behavioral and brain trauma public health sectors who have complex and intensive medical and behavioral healthcare needs.

Our Langhorne campus is home to 550 residents and provides outpatient and day programs.