Medical Records Technician (26383)

Duties & Responsibilities

• Perform a full range of tasks consistent with their profession, education, training, experience, and assigned responsibilities. Follow the MTF Standard Operating Procedures (SOPs) to provide administrative support services to the MTF. Receive, greet, and inform patients, visitors, and hospital personnel and provide accurate responses in a friendly, courteous, and concerned manner. Fax, copy, scan, print, and type documents to complete daily tasks listed within this contract and the MTF SOPs. Utilize the MHS Genesis, and various other databases in support of patient care and to satisfy administrative requirements. Maintain a level of productivity comparable with that of other individuals performing similar services. All specialty care and Right of First Refusal (ROFR) referrals/consults shall be managed by Contractor employees per current DHA, TRICARE and MTF referral policies and guidance. All specialty care referrals shall be appointed to the MTF/Direct Care System within prescribed Access to Care (ATC) Standards or referred to the local network. Properly document patient responses in MHS Genesis and the Referral Management System/Referral Management System Tracking Reports and Health Artifact and Image Management Solution (HAIMS). provide notification to the referring Provider of patient requests to cancel referrals. Contact Provider offices to determine if patient was seen and if so, acquire referral results. Properly close referrals in MHS Genesis and the Referral Management System/Referral Management System Tracking Reports appropriately and shall forward an informational advisement of the referral status to the initiating MTF provider or Primary Care Manager (PCM). Contacts shall be documented per MTF instruction. Assist with the return of completed consult reports to civilian providers for patients seen within the MTF under ROFR. ROFRs shall be processed within the time limits outlined in the TRICARE Operations Manual, Chapter 8, Section 5 (https://manuals.health.mil/). Use various software applications to record, retrieve, correct, merge, query or print data and reports. Programs and software utilized by the Government and TRICARE Contractor include MHS Genesis, Defense Enrollment Eligibility Reporting System (DEERS), Message Pool or Center, and access to databases, electronic fax applications, Referral Management System/Referral Management System Tracking and Reports, and Healthcare Artifact and Image Management Solution (HAIMS). use Microsoft Office products including Outlook, Word, Excel, and Access. The CLR process includes researching, processing, uploading into Health Artifact and Image Management Solution (HAIMS), and forwarding to the referring provider/ Primary Care Manager (PCM) for review. The purpose of the CLR is to close the loop on network referral(s). Notify MTF providers when a CLR is posted and shall monitor timelines of incoming CLRS. Initiate chase (retrieve clear and legible reports from the provider in the network) for delinquent CLRs. Provide CLR receipts validation and shall cross-check referral authorizations against claims adjudicated. Ensure that all network referral clrs have correct disposition or are annotated as a non-appointed referral. Track all consult updates or status changes per the TRICARE Contractor’s referral authorization process, training to be provided after award, and shall track and document customer feedback in appropriate/current DOD electronic health record systems and reporting databases, to include MHS Genesis, and RMS (Referral Management System). Complete referrals within the MTF; shall identify problem areas and provide guidance to staff to correct errors; and shall advise MTF staff on referral tracking procedures. Complete routine periodic reports that include, for example, percentage of referrals that are verified or closed correctly, and ensure all referrals that are deferred to the network are appropriately closed, i.e. Results obtained or facility administratively closed the referral. Retrieve referrals sent from the TRICARE Regional Contractor and apply processes necessary for acceptance or denial by the MTF. Proactively seek assistance when indicated by guidelines, Standard Operating Procedures and/or when questions arise. Maintain a customer centered focus in all activities. Establish/maintain suspense files for referrals deferred to network and shall compile and maintain data for reporting and tracking purposes. Screen, record, and redirect telephone calls using appropriate telephone etiquette and record accurate telephone messages and relay information within 30 minutes. Use the computerized systems such as MHS genesis and relay health along with other software such as electronic mail, a planning calendar, and databases using an assigned restricted code that provides access to the necessary screens of the appointment system. Assist with scheduling appointments and administrative check-in of patients for Periodic Health Assessments (PHA), scheduled appointments, and all other Deployment Health Assessment visits. Schedule initial and follow-up appointments or referrals for service members before they leave the Deployment Health Center, Family Practice Medical Home Port Team 1, 2 & 3 or the screening at the Line unit. Assist service members as necessary in accessing the electronic DD forms and assist with functional questions during the service member’s completion of the assessments. Ensure proper documentation, handling, filing and storing of all completed forms in the patient’s medical record and ensure transmission of all electronic forms to the Navy and Marine Corps Public Health Center (NMCPHC) or other Department of Defense repository as required. Provide a monthly workload statistics report to the COR by the 5th business day of the month. The workload statistics reports shall include (1) number of telephone calls screened, recorded and redirected; (2) number of appointments scheduled; and (3) number of check-ins completed. Abide by all applicable DoD, Air Force, Joint Base Langley-Eustis, and 633 MGD regulations, policies, instructions, publications and manuals and adhere to all written medical treatment facility instructions and policies and comply with duties IAW applicable instructions of DHA-PM 6025.02, Vol 1 and Vol 2- DoD Health Record Lifecycle Management. MTF POLICIES AND INSTRUCTIONS: Dress and Appearance: No uniform required. Dress and Appearance should be professional attire, neat and clean in accordance with NAVMEDCENPTSVAINST 12735.1B Civilian Dress Code Policy Contractor employees shall conduct themselves in a professional, businesslike manner adhering to high ethical standards. Contractor employees must follow the Standards of Ethical Conduct for Employees of the Executive Branch (Codified in 5 C.F.R. Part 2635 and as amended at 76 FR 38547) and local command policy in addition to the standards of conduct policies of the Contractor. The Government will not tolerate unethical behavior and behavior that reflects poorly upon the Government, its mission, and its operations. If Contractor employees are uncertain whether contemplated acts or conduct may violate the Standards of Ethical Conduct for Employees of the Executive Branch or local command policy, they must contact the COR before engaging in such acts or conduct. CORs will seek advice on ethics issues from their ethics counselor. Eating by Contractor employees is prohibited in patient care areas/clinics and is restricted to designated areas. Smoking is prohibited in all clinic facilities. Contractor employees shall keep his/her office and work area in a clean, presentable, safe condition at all times. Contractor employees shall participate in executing the Emergency Preparedness Plan (drills and actual emergencies) as scheduled by the MTF (typically semiannually). The MTF maintains a personnel re-call list with personal contact information for all military, civil service, and contractor employees which is required to prepare in advance for an actual emergency. All inquiries from the media shall be forwarded to the Command Public Affairs Officer via the COR. All records produced in the performance of this contract and all evaluations of patients are the property of, and subject to the exclusive control of the Government. All requests from other treatment facilities or other individuals for patient records shall be handled in accordance with procedures specified by applicable MTF instructions. HEALTH REQUIREMENTS: Contractor employees shall be required to obtain documentation of required medical testing or a report of a physical examination. All HCWs providing services under this TO shall complete the MTF’s health examination and immunization screening form and have the form signed by a licensed medical practitioner. HCWs must meet all the requirements specified under the “Required Documentation” column of the form. HCWs must provide proof of stated immunity or vaccination. All health care provider signatures, addresses and telephone numbers should be legible. The name of the signer may be printed or a stamp may be used. All documents must be annotated with the applicant's name. The Contractor company shall obtain the current version form from the COR and have the form completed in its entirety in accordance with its instructions. The facility shall identify incumbent HCWs who are not required to complete this documentation after contract award. The Contractor company shall provide documentation certifying health requirements such as immunizations, annual vaccinations, medical testing (i.e., tuberculosis, N95 particulate respirator duckbill mask fitting) and physical examination when required at the time of initial placement. ANNUAL IMMUNIZATIONS: Contractor employees shall be immunized with seasonal influenza vaccine and any other vaccine recommended by Advisory Committee on Immunization Practices (ACIP) of the Centers for Disease Control (CDC) for health care workers or as specified by the service/MTF as follows: Varicella: 2 doses administered at least 4 weeks apart, or positive Titer. MMR: 2 doses administered at least 4 weeks apart, or positive titer. TDAP: 1 dose administered. If the HCW was administered Td (not TDAP) more than a year ago, HCW must still be administered Tdap, UNLESS applicant is pregnant or submits documentation from a physician of a contra-indication to the Tdap vaccine. If applicant was administered Td (not Tdap) 1 year ago applicant may have to wait for a 1-year period in order to receive Tdap. This can be decided on a case-by-case basis. Seasonal Influenza. Hepatitis B Series (3 doses), or positive HBsAB titer. The Hepatitis B requirements outlined on the MTF’s health examination and immunization screening form provide that a HCW must either show a positive titer or demonstrate persistent non-response to the vaccine. A HCW may be approved for service at the MTF prior to achieving a Hepatitis B positive titer or demonstrating a persistent non-response according to the following provisions: HCW must receive the first vaccination of his/her initial vaccination series prior to commencing service under the contract and must complete the series not later than 6 months after commencing service and, if a negative titer is obtained, must complete the second series within another 6 months; or HCW who has completed his/her initial series and obtained a negative titer must begin his/her second vaccine series prior to commencing service and must complete the second series not later than 6 months after commencing service. HCWs approved according to the provisions above will be considered persistent non-responders until there is evidence to the contrary and will be counseled by a licensed practitioner regarding the implications of non-response. If a HCW fails to comply with the applicable schedule above, the employee shall be replaced if directed by the Contracting Officer. TUBERCULOSIS SCREENING: The additional immunization/screening requirements for the risk of exposure to tuberculosis (TB) exposure to tuberculosis (TB) are as follows: Proof of Tuberculosis screening: Result of a two-step Tuberculin Skin Test (TST) if the HCW's previous TST result was greater than 12 months ago. A two-step TST must be separated by 7 days. If the HCW has had a single TST less than 12 months ago, the HCW need only provide one more TST result. Result of both single TSTs must be provided. All positive TST results must be accompanied by a physician's letter attesting: The HCW is not currently infectious for TB at the current time. The HCW was or has been prescribed INH (Isoniazid) therapy, indicating duration of months taken and that the applicant was or has been compliant during administration of therapy. If the HCW was NOT prescribed or NOT compliant with INH therapy: The physician must indicate why. An applicant with positive TST results in the past 2 years will be expected to undergo appropriate INH therapy. If the HCW is unable to produce documentation of INH compliance therapy: The physician must indicate whether the HCW is or is not currently infectious for TB at this time and the HCW does or does not require further INH therapy at this time. Verification of Respirator Requirement. For all HCW positions required to wear a respirator the contractor shall provide documentation within the HCW qualification package indicating that the HCW has been fit-tested for one of the following respirators Moldex
• Low Profile, 1517
• Xsmall, 1510
• Small, 1511
• Medium, 1512
• Large, 1513 3M
• Duckbill Mask, 1870
• Regular Mask, 1860
• Small Mask, 1860S HCWs agree to undergo personal health examinations and such other medical and dental examinations at any time, as the MTF Director may deem necessary for preventive medicine, medical surveillance, performance improvement, or privileging purposes. Managing clinical risk in the work environment. The work environment inherently involves risks typically associated with the performance of clinical procedures. HCW may be exposed to contagious disease, infections and flying debris, requiring the wearing of personal protection equipment such as scrub attire, gloves, masks, and eye protection. EDUCATION: Basic Life Support Certification High school diploma or GED equivalent. REQUIRED EXPERIENCE and QUALIFICATIONS: Minimum six months of experience in a medical office. Minimum typing speed of 50 WPM is required. Standard office equipment, such as personal computers, copiers, fax machines, and telephone systems. General medical ethics, telephone etiquette, and excellent communication and customer service skills. SECURITY INVESTIGATION REQUIREMENTS: Contractor employees shall complete an SF-86 Questionnaire for National Security Positions (or equivalent OPM investigative product) as well as other applicable forms are detailed in Part 6 of the TO PWS. Contractor employees on this task order shall be required to be U.S. citizens. Contractor employees will not be able to begin performance until the required forms have been accepted by the Government. Contractor employees will not be able to perform/continue to perform unless a favorable determination results from the interim or final adjudicated investigation. The MTF Director will allow interim access to the base or government computer systems. Fingerprints - Contractor employees shall be subject to security processes for fingerprints according to agency regulations and instructions (Army, AF, Navy, and DHA and potentially the VA) as outlined in the task order. Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission). POSITION TIMING: Immediate hire upon completion of all background and security investigations. SPECIAL NOTE: This position is contingent on the candidate’s ability to meet the physical and medical requirements specific to the role, including compliance with all applicable federal, state, and local regulations. Government or customer site-specific requirements may include, but are not limited to, providing proof of full COVID-19 vaccination status, unless the candidate is legally entitled to an exemption.

Benefits

Health, Dental, and Vision, 401(k), Vacation, Sick Leave, and 11 Paid Federal Holidays including: New Year’s Day Martin Luther King, Jr. Day Presidents Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Laredo Technical Services, Inc. (LTSi) is an Equal Opportunity/Affirmative Action Employer. We make employment decisions based on merit and qualifications, ensuring equal opportunity for all applicants and employees. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable law. LTSi is committed to ensuring an accessible online application process for all individuals, including those with disabilities. We offer alternative application methods for candidates who are unable to complete the online application due to a disability or other need for accommodation. LTSi complies with the Americans with Disabilities Act (ADA), Section 503 of the Rehabilitation Act of 1973, the Vietnam-Era Veterans’ Readjustment Assistance Act of 1974, and other relevant state and local laws. If you need assistance with an application due to a disability, please contact hr@laredotechnical.com. Qualifications