Medical Records Specialist-VNA

Ephrata, PA | Clerical and Administrative | Tracking Code: 75195

Job Description:

Under general supervision, performs functions specific to the maintenance, accuracy and safety of the VNA Home Care electronic patient/client record. Promotes the efficient operation of the Medical Records department and the total organization.


Duties and Responsibilities

Essential Accountabilities:

  1. Types memorandums, policies, committee minutes, letters, forms, procedures, and other general typing as directed, initiating other documents and correspondence as appropriate.
  2. Establishes and maintains files and records on an ongoing basis.
  3. Compiles data for and prepares regularly scheduled or special reports, analyses and statements.
  4. Enters and/or retrieves data from established computer files using knowledge of various computer software applications.
  5. Orders office supplies as necessary.
  6. Performs secretarial and other functions as they relate to the clinical medical record and interdisciplinary patient care zones or individual clients; which promote the efficient operation of the organization.
  7. Among other duties, types, files, copies material, prepares charts, enters necessary data in appropriate software.
  8. Conducts and or answers telephone inquiries and channels telephone calls appropriately.
  9. Performs other secretarial duties as delineated by the job requirements.
  10. Coordinates messages between interdisciplinary team members.
  11. Types, photocopies, faxes/scans material for Home Health/Hospice Clinical/Community Service Managers/designees and Home Health/Hospice/Community Service staff as needed/requested.
  12. Maintains orderly office files and active patient/client records.
  13. Carries out special duties and projects as requested by the Home Health/Hospice Clinical Manager(s) and Director(s).
  14. Processes all paperwork required by staff for billing, payroll and statistical purposes.
  15. Processes patient/client related information.
  16. Randomly reviews returned patient/client records for completeness, notifying management of deficiencies.
  17. Oversees the work of other personnel/volunteers by training, allocating and monitoring work.
  18. Disseminates patient/client record related issues to staff members with Cc to appropriate Manager/s and Director/s, establishes priorities and resolves problems relating to day-to-day operations and medical/client record management.
  19. Electronically transmits, Orders, Recertifications, Plan of Treatment to physicians for signatures for Home Health/Hospice and as needed for Community Services.
  20. Records accurate dates for returned documents related to orders/signatures from physicians in the patient/client medical record.
  21. Maintains accurate files for patient/client records with incoming documents including but not limited to consents, external referral information, through discharge of record, when archived.
  22. Scans documents into patient/client electronic chart.
  23. Maintains safe, accurate patient/client records in the medical records department of Wellspan, VNA Home Care in accordance to agency policy.


  • Minimum Experience:
    • 6 - 12 months
  • Minimum Education:
    • High School or G.E.D.
  • Preferred Courses:
    • Working knowledge of Outlook, and Microsoft Office Suite products. Course in medical terminology; coursework in anatomy and physiology

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Why WellSpan Health?

WellSpan Health is an integrated health system that serves the communities of central Pennsylvania and northern Maryland. The organization comprises a multispecialty medical group of more than 1,600 physicians and advanced practice providers, a regional behavioral health organization, a home care organization, eight respected hospitals, more than 20,000 employees and 200 patient care locations. WellSpan is a charitable, mission-driven organization committed to exceptional care for all, lifelong wellness and healthy communities. We are committed to transforming the health of the communities we serve and to educating the next generation of clinicians, staff and leaders.

Employment Benefits

  • Sign-on incentives for new employees (click here for details)
  • Medical, dental and vision insurance
  • Life and accidental death insurance
  • Supplemental life insurance
  • Retirement savings plan
  • Paid time off (PTO)
  • PTO bridging
  • Short-term disability
  • Educational assistance
  • Forgivable loan
  • Flexible spending
  • Credit union
  • Employee recreational activities
  • Childcare
  • Complimentary medicine discounts

Diversity & Inclusion

Welcome. Respect. Value.

Wellspan Health believes that diversity includes all the human characteristics that make each of us similar as well as different. We strive to make every person feel welcomed, respected, and valued while creating a safe and inclusive environment where we all have the individual freedom to express our uniqueness in a respectful manner.

WellSpan Health is an Equal Opportunity Employer. It is the policy and intention of the System to maintain consistent and equal treatment toward applicants and employees of all job classifications without regard to age, sex, race, color, religion, sexual orientation, gender identity, transgender status, national origin, ancestry, veteran status, disability, or any other legally protected characteristic. WellSpan Health does, however, have a tobacco-free/nicotine-free hiring policy.

Quality of Life

Lancaster City was the capital of Pennsylvania from 1799 to 1812. Today, Lancaster County includes a vibrant downtown business district, desirable suburban neighborhoods and sprawling agricultural farms. Life in Lancaster County offers affordable housing, options for higher education, a thriving arts and cultural community, historical attractions, parks and recreational resources, an independent professional baseball team, fine dining and more. When visiting Lancaster, one can't help but recognizing the influence of the Pennsylvania Dutch — farm-to-table and beyond.

Conveniently located in southcentral Pennsylvania, Lancaster is within an easy commute to major cities and has ready access to public transportation. Residents can find local employment in healthcare, tourism, public administration, manufacturing, and both professional and semi-professional services. (Patient population: 535,000)