Manager of Medical Records Request & Financial Counselor

Job Details

Job Location: Remote - OR

Position Type: Exempt

Salary Range: Undisclosed

Description

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.

At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove, Hillsboro, and Eugene. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION:

The Manager Medical Records Requests and Financial Counselor will serve as a liaison between the patient, clinic medical records requests, healthcare operations and the finance departments. This individual will be responsible for managing patient medical records requests, ensuring accuracy and confidentiality, and guiding patients through financial processes, including insurance coverage, payment options, and financial assistance programs. The role is essential in helping patients navigate their financial obligations while maintaining compliance with healthcare policies and regulations. In addition, must work with clinical departments and compliance department for medical records requests management, assuring accuracy and deadlines are met.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

Financial Counseling:
• Assist patients in understanding their financial responsibilities, including co-pays, deductibles, and out-of-pocket costs.
• Provide guidance on available payment plans, financial assistance programs, and charity care options.
• Conduct financial assessments to determine eligibility for payment arrangements or financial aid.
• Help resolve billing discrepancies or issues related to patient accounts.
• Manages Patient/Insurance overpayment return process.

Insurance and Billing Support:
• Work closely with the billing department to ensure timely and accurate processing of insurance claims related to refunds
• Explain insurance policies and coverage options to patients, providing clarity on what is covered and what is not.
• Assist patients in completing necessary documentation for insurance claims, appeals, refunds or financial assistance.
• Assists with posting on patient payments and/or refunds.

Medical Records Release Requests Management:
• Process requests for medical records from patients, healthcare providers, and insurance companies to include Release of Information requests in timely manner.

SECONDARY FUNCTIONS:
• Perform other related duties as assigned.
• Assists Healthcare Operations as assigned to support centralized functions.

JOB SCOPE:
• Manages, maintains, posts and shares reports on payment plans, refund reports, and releases with healthcare operations, associated leaders and clinics in analytical format in routine manner.
• Must be able to work independently

SUPERVISOR RESPONSIBILITY:

No staff supervisory responsibility

Qualifications

EDUCATION AND/OR EXPERIENCE:

Required:
• High School Diploma or GED required; Associate's or Bachelor's degree in healthcare administration, finance, or related field preferred.
• Minimum of 2 years of experience in medical records, patient accounts, financial counseling, or a related healthcare role.
• Knowledge of healthcare billing, insurance verification, and medical terminology.
• Familiarity with HIPAA regulations and patient confidentiality standards.
• Proficiency in Electronic Health Records (EHR) systems and financial management software, preferably EPIC
• Excellent communication and interpersonal skills, with the ability to explain complex financial and medical information to patients in a clear, empathetic manner.
• Strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.
• Excel, Word, Adobe, Visio, Google and/or other business management systems proficient.
• Bilingual in Spanish required.

PREFFERED SKILLS:
• Certification as a Medical Records Technician (RHIT) or Financial Counselor (CPFC).

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:
• Communicates with students, faculty, staff and the public appropriate to the age of the individual served
• Builds on basic learning and carries it from one situation to another
• Demonstrates critical thinking skills in problem solving and decision-making
• Asks questions and seeks assistance
• Takes responsibility to eliminate the source of problems
• Demonstrates confidentiality regarding information pertaining to all students, faculty and staff
• Maintains proper appearance and personal conduct for the employee’s particular job
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds
• Demonstrates ability to work in a team environment.

WORKING CONDITIONS:

Remote work with occasional need to travel to clinics for meetings

PHYSICAL REQUIREMENTS & ACTIVITIES:

Sitting primarily, as well as aspects of reaching, standing, walking, pushing, pulling, talking, hearing and repetitive motion; Must have appropriate remote setting that support handling confidential information in secure manner. Must submit remote work site plan upon hire.

APPLICATION PROCESS

To apply, please upload your resume, cover letter and any associated materials that support your application, along with your Paycom application. Persons who do not follow and complete the application process are not applicants and will not be considered for employment. References will be requested at a later time.

Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.

Offers of employment at Pacific University are contingent upon proof of eligibility to work in the United States.

At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.

We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems, through an asset-based mindset so that every one is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected, their contributions are valued, and they are provided opportunities to succeed.

COMPENSATION AND BENEFITS

We offer a comprehensive benefits package for qualifying employees. Current benefits include:
• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Annual 9% retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• Employer-paid life, short-term disability, and long-term disability insurance
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

EQUAL OPPORTUNITY EMPLOYMENT

Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws, including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds, including those from historically underrepresented groups.

NOTICE OF NONDISCRIMINATION POLICY

Pacific University makes all employment decisions without regard to race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex, gender identity and/or expression, sexual orientation, military or veteran status, or any other characteristics protected by applicable law. Applicable laws include, but are not limited to, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, and the Americans with Disabilities Act of 1990. Questions or complaints may be directed to the Vice President for Academic Affairs at 2043 College Way, Forest Grove, OR 97116 or via email at [email protected].

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