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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

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Family Service & Guidance Center