Medical Records Specialist
Family Service & Guidance Center
Office
Topeka, Kansas, United States
Full Time
ESSENTIAL FUNCTIONS
- Check Medical Records voicemail daily and answer messages within 24 hours.
- Process medical record requests in accordance with applicable regulations.
- Responsible for working with the Risk Manager to stay updated with pertinent regulations.
- Prepare requested documents for client pick-up, and mailing.
- Receive and process internal Use & Disclosures (U&D) in an accurate and timely manner.
- Process external Release of Information (ROI) and court orders, as required.
- Assist with audit records requests, working closely with Quality Department.
- Assist with possible subpoenas/legal situations, collaborating with Risk Manager.
- Run and maintain reports as necessary.
- Ensure documentation for scanning is accurate and complete.
- Scan assigned documents into EMR system.
- Maintain and update OneNote Department Manual.
- Maintain appropriate channels of communication with agency staff.
- Back up the Operator overflow calls.
- Other duties as assigned as qualified and trained for.
- Comply with Family Service & Guidance Center policies and procedures; take appropriate action to correct any obvious unsafe conditions.
POSITION QUALIFICATIONS
Education/Licensure:
- High School diploma or GED equivalent.
- Must successfully pass the KBI and DCF Central Registry and all other background investigations.
- Must possess a valid driver’s license, a good driving record, current auto insurance and reliable transportation.
Experience:
- One year of administrative work experience required.
- Experience working in a healthcare environment preferred.
- Experience using electronic medical records software preferred.
- Understanding of HIPAA Laws.
Knowledge/Skills/Abilities:
- High level of organizational skills required.
- Detail Oriented
- Professional and effective communication skills (verbal and written)
- Ability to work independently essential.
- Ability to maintain confidential material required.
- Customer-focused (internal and external)
- Excellent listening skills
- Accountability
- Reliability
- Integrity/Loyalty/Trust
- Adaptability/Flexibility
- Time Management
- Must have excellent computer skills including MS Office Word, Excel, OneNote, and Outlook
- Proficiency in MS Office Suite with ability to learn other software programs as necessary
- Relationship building
- Problem Solving
- Open to learning and accepting feedback
- Collaborative
PHYSICAL DEMANDS
N (Not Applicable) Activity is not applicable to this position.
O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5+ hrs. /day)
F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5+ hrs. /day)
C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs. /day
Physical Demands Lift/Carry
Stand (O) 10 lbs. or less (O)
Walk (O) 11 – 20 lbs. (O)
Sit (F) 21 – 50 lbs. (O)
Manually Manipulate (O) 51 – 100 lbs. (N)
Reach Outward (O) Over 100 lbs. (N)
Reach Above Shoulder (O)
Climb (O) Push/Pull
Crawl (N) 12 lbs. or less (O)
Squat or Kneel (O) 26- 40 lbs. (O)
Bend (O) 41 – 100 lbs. (N)
Other Physical Requirements:
SUPERVISORY RESPONSIBILITIES
This position has no direct supervisory responsibilities.
WORK ENVIRONMENT
Minimal risk of exposure to aggressive and/or acting out (verbal and physical) children and youth.
Position requires extended periods of sitting, continual use of the keyboard and personal computer and/or speaking on the telephone. Ability to perform duties as required in a fast-paced office environment.
Medical Records Specialist
Office
Topeka, Kansas, United States
Full Time
August 11, 2025