Medical Records Technician Iii

Overview

This position is on campus, Monday – Friday, 8:00 am – 5:00 pm, within the Medical Records Department of the Colorado Mental Health Hospital at Pueblo (CMHHIP). The department manages health information, scans documents into the BEHR electronic medical record, ensures completeness and accuracy, and supports coding, auditing, and release of information activities in compliance with state and federal laws. The role emphasizes HIPAA risk assessment and data tracking, and provides back-up support for utilization review and other duties as needed.

The Medical Records Department (MR) manages health information for patients and care providers ponsibilities include scanning, coding, auditing, chart completion, protecting privacy, responding to requests, maintaining statistical data, and supporting quality measures reported to the Quality Council. The department emphasizes professional service, teamwork, and positive customer interactions.

• HIPAA risk assessment, investigation, and data tracking related to HIPAA.
• Abstract data from charts to be reported to the Joint Commission, CMS, and ORYX.
• Provide back-up to the MRT III for utilization review; support and back-up for other duties as needed.

• Request and obtain all authorizations for third-party payer reimbursement based on medical necessity.
• Work with payers such as Medicare, Medicaid, Tri-Care, and private carriers.
• Initiate authorization processes using daily admissions lists and payer forms; determine eligibility and processes.
• Maintain current contact lists for carriers and involved departments; submit documentation to payers and perform follow-up as needed.
• Track authorization requests to minimize missing information or delays; report status weekly to the Utilization Review Manager.
• Schedule clinical consultations with insurer representatives as needed.

• Perform and oversee tasks related to ROI/HIPAA, chart audits, abstraction/scanning, and file room duties.
• Independently release patient information per HIPAA regulations; maintain logs and documentation.
• Identify and address HIPAA violations; collaborate with the HIPAA Privacy and Security Officer to update policies.
• Coordinate with management to mitigate security/privacy breaches; ensure mandatory HIPAA training is completed.
• Documentation and communication of deficiencies; ensure compliance with CMS and regulatory requirements.

• Complete audits for admissions, concurrent care, outpatient, discharges, and mortality in alignment with hospital policies and regulatory requirements.
• Run and communicate results of reports such as “Saved not Signed” and “Therapeutic Documentation.”
• Track BEHR assessments and ensure due dates for RN and Social Work annual assessments are met; request death certificates as needed.
• Identify and communicate deficiencies to providers as appropriate.

• Abstract data for reporting to Joint Commission, CMS, and ORYX; ensure core measures accuracy for admissions.
• Scan relevant documents (e.g., SPI, signatures, group tracker) and maintain SOPs for abstraction and scanning.

• Maintain familiarity with BEHR and Power Chart; manage file room reviews, regulatory pulls, and audits.
• Prepare medical records for regulatory audits; manage paper records and filing, including death charts and shipping to storage.
• Verify document identifiers during scanning and maintain related SOPs.

• Supervise 2 full-time staff in the Medical Records Department.
• Provide guidance, training, and performance management; promote a positive team environment.
• Assist with hiring decisions, onboarding, and delegation of tasks to ensure timely completion.

• Cover Operations as needed; answer phones and assist walk-in customers.
• Scan documentation into BEHR and maintain the death log.

• Three (3) years of relevant experience in an occupation related to the work assigned to this position

A combination of related education, certification, and/or relevant…