Health Records Admin/CMA

February 12, 2024

Position Summary:

This position is responsible for organizing and maintaining Elder’s health records. As a Medical Assistant, you will work as a member of the care team to provide care and support, medication cart duties and follow regulatory policies and procedures related to confidentiality and the releasing of patient information. This position is a combination of working directly with residents and completing administrative tasks. Record patient history and personal information. Conduct preliminary tests like measuring blood pressure, temperature, and pulse. Will be responsible for administering and maintaining the links between our Elders and their health information. This position is also responsible for carrying out a variety of health information functions. The incumbent performs duties related to the receipt, scanning, auditing, indexing, and destruction of health and administrative information. Under supervision will administer prescribed medication to patients and provide support to nurses and healthcare professionals.
Essential Duties and Responsibilities:
1. Provide a high level of customer service involving culturally appropriate interactions and connections with customers, the community and co-workers.
2. Answers multi-line phone, routes calls and documents messages. Able to distinguish priority of calls and notifies appropriate personnel.
3. Displays a positive, friendly and helpful attitude with all elders, residents and staff.
4. Follows policy and procedures related to HIPAA laws, code of ethics and privacy principles.
5. Files information such as physician and nursing notes, assessments, progress notes, lab reports, x-ray results, correspondence, etc., either manually or electronically into resident charts.
6. Ensures resident records are properly completed, assembled, coded, updated with insurance coverage, providers, NOK etc., before filing.
7. Extracts information from records for insurance companies, Medicare, Medicaid, VA, etc., in accordance to established policies and procedures and privacy rules.
8. Completes portion of death certificates as indicated.
9. Proficient with Care Suite Electronic Health Records (EHR).
10. Copy Records as needed to assist with the health records requests as needed.
11. Log record requests into the Release of Information Package in the computer, as needed.
12. Captures clinical and administrative information in a timely manner effectively.
13. Record medication dosages and times, they should be administered. Observe patients and document any changes (and respond to any calls or signals identifying patient needs.
14. Types, performs word processing duties, correspondence, filing and other clerical duties related to PHI, documentation, reports and messages.
15. Represents the PTOI in a positive and professional manner when interacting with residents, co-workers and the community.
16. Demonstrates positive interpersonal relations skills in dealing with staff, clients, and management.
17. Proficient in written and oral communication and documentation.
18. Demonstrates computer, time management and organizational skills.
19. Maintains confidentiality of protected health information, including verbal, written, and electronic communications.
20. Greeting and preparing residents obtaining and recording their vital signs and other information such as height, weight, drug allergies, current medications and presenting problem
21. Assisting with diagnostic tests and clinical procedures such as, accu-checks, blood sugar monitoring and documentation, intradermal (including skin tests), subcutaneous and intramuscular injections.
22. Administering medications, competent with medication carts and receiving medication orders and refills.
23. Assist with preparing and maintaining equipment and keeping resident care areas clean and orderly.
24. Scheduling elder appointments and other administrative duties as needed.
25. Performs other duties as assigned.

Supervisory Responsibilities:
No supervisory responsibilities.

Qualifications and Requirements:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:
• Graduation from a high school or equivalent with course work in general office practices, and at least 1-2 years’ experience in health records.
• Must be knowledgeable of an Electronic Health Record System/Care Suite. Completion of a WA Medical Assistant certification program at an accredited institution that demonstrates attainment of the requisite job knowledge skills/abilities.
• One-year experience as a Medical Assistant preferred.
• Working knowledge of medical terminology, anatomy and physiology, coding, and other aspects of health information preferred, but not required.

Language Skills:
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of the organization.
• The majority of contacts are within the House of Respect and Tribal community although some may be external to the Tribe.
Mathematical Skills:
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to apply concepts of basic algebra and geometry.
Reasoning Ability:
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations. Work assignments involves some creative thinking or development of processes or procedures.

Licenses or Certificates:
• Must have a valid and unrestricted Washington State Driver’s License. Driver’s License must not contain any restrictions that would otherwise prevent an employee from driving a GSA vehicle, and proof of insurance.
• Washington State Certification as a Medical Assistant-Certified.
• Current CPR/ First Aid Certificate.
Other Skills and Abilities:
• Skill in operation of computer, patient health portal, and other office equipment.
• Proficient in outlook, excel, word, and related software.
• Demonstrated ability to have interpersonal skills.
• Demonstrated knowledge of maintaining and managing files and records (numerically and
alphabetically).
• Knowledge of health l record content.
• Demonstrated ability to type 60 wpm.
• Experience with Care Suite EHR and Microsoft Programs.
• Must possess the ability to teach patients and be flexible of the patient’s needs.
• Knowledge of and the ability to maintain strict confidentiality of medical and administrative records adhering to the standards for health record-keeping under HIPAA, and Privacy Act requirements.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Requires the ability to operate a personal computer, multi-line telephone, calculator, facsimile and photocopier.
• Requires the ability to read, write, communicate, and interpret information accurately in English.
• Requires the ability to concentrate and consistently produce accurate work.
• While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee occasionally is required to stand and walk.
• The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
• Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
• Ability to sit for extended lengths of time. Manual and finger dexterity for operation of personal computer and routine paperwork.
• Occasionally lift and/or move up to 25 pounds.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level is low to moderate.
• The physical exertion is low to moderate.
• There are frequent employee contacts and interruptions during the day.
• Position may be stressful at times due to multi-tasking and critical deadlines and due to the sensitive or confidential issues being addressed.
• Inside majority of time with limited exposure to outside elements.
The Puyallup Tribe of Indians reserves the right to revise or change job duties and responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.
Indian Preference Employer as Required by Law