Electronic Record Specialist - Remote

We love our residents! It's the number one reason anyone says for why they love working at Rocky Knoll. With a campus nestled on 62 acres and 149 beds in the facility, Rocky Knoll is a beautiful place to work. Currently, we are seeking a Electronic Medical Record (EMR) Specialist. The Electronic Records Specialist performs specialized clerical and technical work in maintaining, safeguarding, and managing all resident medical records, both electronic and paper, in accordance with Federal and State regulations and facility policy. This position is responsible for performing medical diagnosis coding, processing health information requests, monitoring physician compliance, and assisting with electronic record system oversight to ensure accuracy and confidentiality of resident information. The role supports the Health Information Services (HIS) Manager in operational planning, audits, and staff training, and provides direct assistance and backup to Health Unit Coordinators as needed. Work is performed with considerable independence and requires a high degree of attention to detail, confidentiality, and regulatory compliance to maintain the integrity of the facility’s health information systems. There may be times where on-site work is required such as for orientation or training. 
• Serve as the gatekeeper of all resident medical records, both electronic and paper, ensuring accuracy, organization, and compliance with all applicable Federal and State regulations.
• Perform medical diagnosis coding for all residents using the current International Classification of Diseases (ICD) and ensure accuracy for billing, reporting, and regulatory requirements.
• Maintain strict confidentiality and compliance with HIPAA privacy and security regulations in the management, transmission, and release of health information.
• Oversee the creation, maintenance, and retention of clinical records, ensuring proper documentation, record accessibility, and adherence to established retention schedules.
• Review and process requests for release of health information from residents, healthcare providers, legal representatives, and third-party payers in accordance with authorization and policy requirements.
• Review, audit, and upload admission, discharge, and clinical documentation to ensure completeness and accuracy within the electronic health record system.
• Monitor and manage emails, Medicare appeals, and notices of non-coverage or removal to ensure timely response and documentation.
• Coordinate and monitor monthly medication reviews and physician compliance visits, ensuring timely follow-up and regulatory compliance.
• Provide support to Health Unit Coordinators (HUC) through training, guidance, and troubleshooting; serve as a back-up HUC when needed.
• Provide user support and troubleshooting for the electronic medical record (EMR) and electronic fax systems, escalating technical issues as appropriate.
• Assist the Health Information Services (HIS) Director in operational planning, internal controls, audits, and staff education related to medical records management.
• Provide coding and admission support in the absence of the HIS Director or as otherwise assigned.
• Conduct regular record reviews, audits, and quality checks to ensure accuracy and compliance with facility policies and state survey standards.
• Collaborate with interdisciplinary staff to ensure timely documentation, accurate medical records, and effective coordination of resident care information.
• Perform other related duties as assigned to support the Health Information Services Department and overall facility operations.

• Four (4) years of experience in health information or medical records management, preferably in a long-term care or healthcare facility. A combination of education and experience may be considered.
• Certification as Certified Coding Associate (CCA) or Certified Coding Specialist (CCS) preferred; ability to obtain the credential within (1) year of hire may be required.
• Completion of employer-provided HIPAA compliance training required.
  
• A Valid Wisconsin Driver’s license.
  

If on-site:
• Work is performed primarily in an office and clinical support environment within the health care facility, involving frequent computer use, filing, and interaction with staff and residents.
• Work requires extended periods of sitting, as well as occasional standing, walking, bending, reaching, and lifting to retrieve and file medical records or supplies.
• Must be able to lift and/or carry objects weighing up to 25 pounds occasionally, including files, record boxes, or office materials.
• Requires manual dexterity and fine motor coordination to operate computers, office equipment, and scanning devices with accuracy.
• Essential sensory abilities include vision, hearing, and touch sufficient to read detailed records, operate office technology, and communicate effectively in person or by phone.
• Work involves regular exposure to standard office equipment and occasional contact with clinical areas where biohazard exposure may occur; compliance with infection control and safety protocols is required.
• Risk of bloodborne pathogen exposure is considered low.
• Must be able to focus on detailed work for long periods while maintaining accuracy and attention to confidentiality requirements.
• The position involves moderate noise levels typical of a busy office or nursing unit environment.
• Work schedule may include occasional variations in hours or additional time during audits, surveys, or special projects.
• Risk of exposure to bloodborne pathogens and communicable diseases is considered low; compliance with all County and facility safety, infection control, and occupational health policies is required at all times.