Administrative Assistant

Location
North Carolina, United Sates
Posted
26 Nov 2018
End of advertisement period
26 Jan 2019
Ref
401510226
Contract Type
Permanent
Hours
Part Time

Job Description

  • Serves as main point of contact for patients and customers seeking release of protected health information.
  • Responds to telephone calls from third parties asking for the status of requests. Assists requestor in understanding what is needed for submission of a HIPAA compliant authorization, provides explanation for canceled requests and responds to general inquiries about obtaining medical records.
  • Guides patients and customers in completion of authorization forms, supporting documents for release of medical records and verifying identity /authority of requestors.
  • Posts checks for medical record copies and processes credit card payments.
  • Screens authorization to validate presence of HIPAA required elements and utilizes data entry skills to ensure timely and accurate entry of requests in the electronic ROI module.
  • Manage clerical and customer service tasks associated with the HIM ROI Customer Service office.
  • Knowledge of HIPAA regulations, NC Statute and DUHS Policies pertaining to release of information.

JOB RESPONSIBILITIES & PERCENTAGE OF TIME SPENT:

  • Retrieve, open, sort, count and route to correct department all incoming requests for protected health information from all sources to including USPS mail, interoffice mail, fax, email and MyChart. 5%
  • Performs preliminary screening of authorization (pursuant to State and Federal Privacy Laws), enters requests for information into Maestro Care Release of Information Module, and returns to requestor with explanation if invalid. 35%
  • Manage tasks associated with the HIM ROI Customer Service office to include greeting visitors, providing guidance for requesting medical records, completing the authorization for disclosure, verifying patient/personal representative authority/identify and facilitates same day customer service by coordination with ROI team. 10%
  • Serves as front line support through receipt of telephone calls from third party requestors and patients asking for the status of medical record requests. Assists requestors in understanding the requirements for submission of a HIPAA compliant authorization, provides explanation for canceled requests and responds to general inquiries about obtaining medical records, navigation of MyChart and basic Care Everywhere inquiries. Requires a high level of communication and customer service skills to appropriately assess and respond to customers while de-escalating issues when necessary. 25%
  •  Responsible for verifying accuracy of patient selection on each page/image of records prepared for disclosure and packages requested records for delivery through paper print, CD or electronic submission. 20%
  • Posts payments for medical record copies received via check or credit card. 3%
  • Performs other duties as assigned. 2%

Requisition Number: 401510226 
Location: Durham 
Duke Entity: PRMO
Job Code: 4001 ADMINISTRATIVE ASSISTANT 
Job Family Level: C2
Exempt/Non-Exempt: Non-exempt
Full Time / Part Time: PART TIME
Regular / Temporary: Regular 
Shift: First/Day

Minimum Qualifications

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status. Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas, an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: 

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Education

High school education or equivalent.

Experience

Two years of administrative support experience of increasing variety and/or complexity

KNOWLEDGE/SKILLS REQUIRED:

  • Knowledge of HIPAA regulations, NC Statute and DUHS Policies pertaining to release of information.
  • Creatively uses PC, word processing and other office tools.
  • Thorough knowledge of department policies, procedures and goals.

Auto req: ID106175BR