MEDICAL RECORDS SPECIALIST Job 2819 (Public Health Medical Records)
Lexington, KY, United States of America


The Lexington-Fayette County Health Department (LFCHD) is an independent public health agency charged with helping Lexington be well since 1904 and proudly nationally accredited since 2014.

Vision: We will move Lexington toward being one of the healthiest communities in the nation.

Mission: Helping Lexington be well.

Values: We commit to being...
Caring: We will treat our clients, community and coworkers with compassion and kindness.
Accountable: We will respect all individuals without bias and value their uniqueness.
Respectful: We will respect all individuals without bias and value their uniqueness.
Equitable: We will provide services and care equitably to all of our clients throughout the community.
Service: We are here to serve our clients and community.

LFCHD provides a wide range of public health services for the community, including restaurant inspections, flu shots, HANDS visits for moms and dads, diabetes prevention/management, training to licensed child care providers, nutrition through the Women, Infants and Children (WIC) program, school health, a needle exchange program to fight the spread of hepatitis C and HIV, and much more. Visit to learn more about LFCHD!

Job Skills / Requirements

This is a full time position, 37.5 hours per week with excellent comprehensive benefits package. The pay rate is $13.60 per hour.

SUMMARY: Performs work of average difficulty dealing with health information data management systems. This position is responsible for gathering, processing, and in-taking patient medical records and reporting patient information for health standards. He or she will ensure medical records are maintained in a manner compliant with ethical, legal and regulatory requirements of the medical services system.

Essential duties are as follows but not limited to:

• Comply with federal HIPAA regulations (often working autonomously) and practice policies for the privacy and security of patient information; explain the law and our privacy policy to patients as needed; maintain appropriate documentation of access to medical records; completes annual HIPAA training.

• Generates the computerized printing of clinic and audit record requests daily. Answers calls from clinical staff pertaining to medical records.

• Retrieve medical records by following chart-out procedures; documenting reasons chart cannot be retrieved; deliver charts to assigned areas by following established routing procedures; collect charts completed by clinical services team periodically throughout the day.

• Merges patient records and changes patient identification numbers, using the CDP Patient Maintenance System, for appointments, Billing, Central Registration and Clinical staff.

• Analyzes and identifies patient identification errors and problems made by other programs in the CDP system and corrects them or consults with Management Information Systems.

• Maintains the off-site storage computer program by adding records sent to off-site and by deleting records returned from off-site storage.

• Tracks hard to locate patient records using information on routine chart flow unique to each type of patient visit.

• Reviews medical records for completeness, assembles records into standard order, and files records in designated areas according to applicable numeric filing systems.

• Responds to requests for information from files according to established policies and procedures made by patients and other requestrs regarding the release of confidential health information daily and counsels them accordingly.

• Assures that patients are aware of the presence of super sensitive information in their chart, such as STD, HIV, alcohol, drug abuse and child abuse and counsels them accordingly, so that patients can make informed release information decisions.

• Receives phone calls from Hospital Emergency Rooms, Physician Offices, Social Services and Insurance Companies requesting patient information; determines whether or not the requested information can be given over the phone, faxed or mailed and whether or not a signed release by the patient is necessary before the information can be released based on departmental policy and procedures.

• Mails copies of the record to the appropriate agency and submits a bill for the records when appropriate.

• Selects, pulls, and processes files for year-end purging of inactive patient records annually according to departmental policy and procedures.

• Files processed labs, pathology reports, and loose correspondence into patient records once clinician has reviewed and signed appropriately to assure current information is available for follow-up patient care.

• Maintains adequate levels of supplies.

• Manually counts new patient numbers and chart requests for monthly statistics as requested.

• Responsible for completing departmental training needs with new employees, interns, temporary placed workers and students.

• Will be available to handle any medical record related issues and oversee assistance with requests, questions and problems from the clinic program as well as from other departments.

• Processes referral requests made by Public Health clinic providers to requested specialty.

· Assigned as a super user for the implementation of the electronic health records team to assist and ensure successful implementation of the electronic health records system.

· Coordinates with TB program, ensuring proper documentation is received prior to the patient’s appointment. Reaches out to area facilities when documentation is still inadequate.

· Creates patient records/charts for any new TB patient coming to clinic.

· Maintain new patient numbers and medical records requests for monthly statistics as well as maintaining the patient master index. .

Must meet the following requirements: High school graduate or GED and two (2) years of experience in a health record department using computerized systems or medical office clerical experience with both computerized and manual filing systems and office equipment or an equivalent combination of training and experience. Background check.

Candidates may apply online at

Education Requirements (Any)

High School Diploma/GED

Additional Information / Benefits

Employee benefits summary:

Four medical plans are offered, so you can select the coverage that best meets your needs. Two plan options include an employer-funded health reimbursement account.

Employees who waive medical coverage are eligible for an employer-funded health reimbursement account that receives $175 per month.

Dental Insurance and Vision Insurance is available with three plan options ranging from basic to comprehensive.

Additional benefits include basic life insurance and long term disability; cafeteria plans; wellness program, employee assistance program; paid holidays; paid annual leave and paid sick leave; and tuition reimbursement program.

Retirement Benefits include the
Kentucky Employees' Retirement System and Cash Balance plan and Kentucky Deferred Compensation which includes 401(k), 457, and IRA options.

Benefits: Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays, Long Term Disability, 401K/403b Plan, Pension/Retirement

Screening Requirements: Drug Screen, Criminal Background Check

This job reports to the Team Leader Business Services and Nutrition

This is a Full-Time position 1st Shift.

Number of Openings for this position: 1