Medical Records Technician

POSITION TITLE: Medical Records Technician
DEPARTMENT: HHS Operations
LOCATION: Longview WA
REPORTS TO: HIM Supervisor
FLSA STATUS: Non-Exempt; Full-Time
WAGE RANGE: $24.00 - $27.60 per hour

CLOSING DATE: Open Until Filled (First Review August 22^nd 2025)

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered a preference in hiring please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card a letter from your Tribe stating your enrollment or BIA 4432 and/or DD214.***

Position Summary:

Assembles maintains updates retrieves and copies confidential medical records; releases and delivers records and medical information to requested internal/external sources in a timely and accurate manner and according to established policies procedures and protocols. Adheres to HIPAA and confidentiality requirements. Honors and represents the mission vision and values of the Cowlitz Indian Tribe and the HHS department.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Reviews incoming and outgoing Protected Health Information (PHI) for accuracy and completeness; identifies and verifies sender and recipient.
• Enters data into Electronic Health Record (EHR) and associated Health Information Management (HIM) applications and files.
• Scans or uploads PHI documents into EHR for provider review notes or service packages.
• Processes coordinates and faxes Release of Information (ROI) requests according to established tribal privacy policies and federal HIPAA regulations.
• Manages medical records including inventory filing archiving or disseminating information conducting quality control review in compliance with departmental policies and procedures.
• Ensures the confidentiality security and safety of patient records and compliance with HIPAA regulations.
• Creates and prints agenda minutes memos correspondence reports and other documents when necessary.
• Orders receives and maintains office supplies as needed.
• Takes and delivers messages or transfers calls to voicemail when appropriate personnel are unavailable.
• Attends and participates in staff meetings as needed.
• Maintains confidential information.
• Keeps abreast of new technologies and principles by attending seminars educational workshops classes and conferences to maintain certifications.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

Knowledge Skills and Abilities:

• Knowledge of traditional forms of government and tribal customs and traditions.
• Knowledge of business English proper spelling grammar punctuation and basic arithmetic.
• Knowledge of basic medical terminology is preferred.
• Knowledge of patient registration and healthcare front office preferred.
• Knowledge of policies and procedures related to HIPAA Medicare Medicaid and insurance programs.
• Knowledge of office functions procedures and policies.
• Skill in operating various word-processing spreadsheet and database software programs in a Windows environment including electronic health care systems.
• Skill in treating internal and external customers with tact courtesy and respect.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent judgment.

Minimum Qualifications:

• High School Diploma/GED.
• Two years experience in medical records management.
• A valid drivers license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening/investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CITs established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks education and employment verification.
• Federal state and/or tribal criminal history and sanction checks including fingerprint verification.

Physical Demands:

While performing the duties of this job the employee regularly is required to sit; use hands to finger handle or feel; and talk or hear. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee is occasionally required to lift up to 20lbs. Specific vision abilities required by this job include close vision.

Work Environment:

Work is generally performed in an office/clinical setting with a moderate noise level. Situations occur where PPE (personal protective equipment) is needed. Tight time constraints and multiple demands are common.