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Job Details

Requisition Number 16-0448
Post Date 12/22/2016
Title Document Management Specialist
City Phoenix
State AZ

GENERAL STATEMENT OF DUTIES: Responsible for a variety of clerical duties to include data entry of patient information into the appropriate patient chart, knowledge of CORE medical records processes, and various CPS auditing and data entry tasks.


  • Monitors inbound centralized fax lines and imports documents into the appropriate patient chart or distributes to the appropriate department or provider delegate.
  • Scans documents accurately into the appropriate patient chart.
  • Answers phone calls on the Medical Records line to provide status and tracking information to patients and other entities regarding their requests for records.
  • Audits patient information in order to correct discrepancies and merges all duplicate charts.
  • Tracks documents through completion process and quickly troubleshoots to locate documents received by fax.
  • Enters PCP information into the Referring Providers database in CPS.
  • Provides support for the Patient Portal system to both CORE staff and patients.
  • Responds to patient inquiries as needed to resolve problems in order to maintain quality customer service standards.
  • Maintains effective communication with providers, staff, and the public.
  • Audits the automated PCP correspondence system for correct functioning and ensures notes are received by referring providers.
  • Attends department meetings as required.
  • Other duties as assigned by management to support the organization.
The job holder must demonstrate current competencies for job position.



  • High school diploma or GED.


  • Minimum of one year of previous medical records experience or RHIT certification.


  • Advanced knowledge of HIPAA regulations.
  • Knowledge of computer applications including windows based applications.
  • Knowledge of telephone and fax systems.
  • Knowledge of grammar, spelling and punctuation.


  • Skill in using computer programs and applications. Demonstrates familiarity with Microsoft Office products such as Outlook, Excel, and Word.
  • Skill in problem-solving.
  • Skill in handling large volumes of data.
  • Skill in communicating via telephone and writing.
  • Skill in prioritizing work duties.


  • Ability to follow oral and written instructions.
  • Ability to establish professional working relationships with providers, staff and the public.
  • Ability to scan materials into the correct patient chart.
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