Job Description

All are welcome! People of color, people with disabilities, and LGBTQIA+ individuals are strongly encouraged to apply!


Benefits at Washburn:

Washburn offers benefits to Full-Time benefit eligible employees comprehensive Dental, Vision, Health, Life and Long term disability insurance. Additionally we offer a 403b retirement plan and a flexible benefit option (FSA).

Vacation: Paid Vacation accrues at 10 hours of vacation per month - up to 15 days / 120 hours annually.
Sick Leave: Paid sick leave accrues at 6.68 hours of sick per month - up to 10 days / 80 hours.
Holidays: There are 2.5 days/20 hours of floating holidays per year in addition to the eight standard holidays.

***Please note that Internships, Part-Time (less than 30 hours/week) and Temporary positions are NOT eligible for all of Washburn Center\'s benefits***


About Us:


Washburn Center for Children is a leading children\xe2\x80\x99s mental health center, caring for a wide variety of children\xe2\x80\x99s needs associated with anxiety, depression, behavioral difficulties and trauma.

The 133-year-old nonprofit offers critical mental health intervention to help children - and their families - realize hope. Washburn Center for Children serves more than 2,800 children ages 0-18 and approximately 8,500 family members each year. Washburn Center\xe2\x80\x99s three office locations \xe2\x80\x93 Brooklyn Park, Edina, and Minneapolis \xe2\x80\x93 serve the entire Twin Cities metro area. The nonprofit also offers in-home services, and its school-based program serves 22 schools in the Eden Prairie, Bloomington and Minneapolis school districts.


The demand for therapeutic care has skyrocketed. Join our team to help children through the setbacks of life and create a better future. To learn more about how we do that work in homes, schools and clinic-based services, visit us online.


Manage all aspects of the file room at main office location; manage medical records within the electronic health record, manage all internal and external requests for information, and perform quality assurance for medical records.

Responsibilities
RESPONSIBILITY 1: File Room (Physical Charts)

• Maintain open/closed status of client hard charts
• Pull and re-file hard charts upon request
• Maintain sequestered, closed, and archived files, including yearly archive shift
• Filing of raw data and other paperwork as needed
• Periodically complete a shelf read of the open charts, making sure they are open/closed as needed and in alphabetical order

RESPONSIBILITY 2: Electronic Health Record/EHR (Electronic Records)

• Scan and attach all appropriate paperwork in electronic health record system
• Enter services in EHR to document receipt of forms signed on hard copy
• Manage client name changes in EHR
• Obtain records from legacy EHR upon staff request and upload to current EHR

RESPONSIBILITY 3: Manage Requests for Release of Information

• Manage and track internal and external records requests via SharePoint
• Perform quality assurance (QA) on request to make sure requests are valid and appropriate
• Determine whether requests need approval before sending
• Make and document necessary redactions as directed
• Document any charges for records release
• Securely mail/fax/email all approved information to requester
• Document release in EHR

RESPONSIBILITY 3: Records Quality Assurance

• Check incoming paperwork for accuracy and return for corrections
• Make sure incoming releases/requests are valid
• Shred or return to clinician paperwork that shouldn\xe2\x80\x99t be filed
• Ensure all documents in charts are for that client.

RESPSONSIBILITY 5: Additional Duties

• Manage Medical Records Email
• Attend regular supervision and Medical Records Team meetings
• Attend other agency meets as required
• Manage medical records faxes, uploading to electronic health record, as appropriate
• Send DocuSign requests for signatures as needed
• Make/respond to phone calls regarding records requests
• Maintain administrative and clinical training materials in SharePoint and train incoming employees on file room procedures & facilitate front office orientation
• Provide back-up and other coverage for other Washburn Center programs as needed

Medical Records Coordinator Qualifications

• A high school diploma or GED equivalent is required
• 1-3 years of experience working in an office environment, answering telephones and providing administrative support
• Proficient in Microsoft Office applications (Word, Excel, OneNote, and Outlook)
• Proficient in technology, including scanning, uploading, and e-mailing
• Health information management experience and/or knowledge of HIPAA and Minnesota Data Privacy laws is a plus
• Must have customer service as well as strong communication and organizational skills
• A high attention to detail and the ability to work quickly and efficiently
• Ability to work on a team and with a diverse population
• Ability to handle confidential material with integrity

$20/hour - $22/hour


Vaccine Requirements at Washburn:

Washburn Center for Children (WCC) maintains a COVID-19 Preparedness Plan that mitigates the transmission and spread of COVID-19 to ensure the safety of staff, clients, residents, and community members. As part of the COVID-19 Preparedness Plan and to comply with federal, state, and local government regulations Washburn requires COVID-19 vaccinations for:

• All employees
• All interns/trainees/fellows
• Contractors/consultants who are working onsite at a WCC facility and/or are delivering services to clients regardless of location
• All volunteers (including Board of Trustees members) who have in-person contact with WCC staff, clients, or volunteers

Exemptions for medical or religious reasons may be requested and submitted for review.

Washburn Center for Children is an EEO/AA employer: women, minorities, people with disabilities, people that hold different gender identities and expressions and veterans are encouraged to apply. Cultural responsiveness and advancing equity are essential to achieving our mission. Our core values guide how we actively heal, learn and work.

To learn more about life at Washburn and how we work together, visit us online.