VALENCIA RAYFORD
Olive Branch,MS
Summary
Dynamic and results-oriented professional with extensive experience at Gastro One, specializing in medical records management and HIPAA compliance. Proven track record of improving patient care through meticulous records organization and exceptional customer service. A solid team player, dedicated to optimizing processes and fostering relationships within healthcare settings.
Medical Records Specialist with significant experience in managing patient information and ensuring data accuracy. Adept at utilizing electronic health record systems and safeguarding patient confidentiality. Strong focus on teamwork and adaptability, consistently meeting organizational goals and supporting colleagues. Known for reliability, effective communication, and results-driven mindset.
Dependable Medical Records Specialist with 18-year background in document assessment and quality review. Driven performer skilled in managing subpoena and court order processing. Enthusiastic and committed to accuracy, with great decision-making skills.
Detail-oriented medical records professional with advanced knowledge of medical terminology, procedural codes, and billing practices. Known for diligently checking records and resolving discrepancies.
Medical Records Coordinator with successful record of increasing department efficiency, reducing errors, and eliminating bottlenecks. Diligent commitment to improving and streamlining processes for maximum productivity. In-depth knowledge of HIPAA constraints and chat management protocols.
Overview
17
17
years of professional experience
Work History
Lead Medical Records Specialist
Gastro One
01.2025 - Current
- Communicated effectively with staff, patients, and insurance companies by email and telephone.
- Coordinated responses to subpoenas and other legal requests for medical records, working closely with legal counsel as necessary to protect patient privacy rights.
- Processed medical records requests from outside providers according to facility, state, and federal law.
- Uploaded physician progress notes, history, and physicals into electronic medical records.
- Maintained patient records in compliance with security regulations.
- Improved patient care by maintaining accurate and up-to-date medical records for easy access by healthcare practitioners.
- Reviewed charts and flagged incomplete or inaccurate information.
- Kept accurate log of requests for medical information and records.
- Maintained patient confidence by keeping patient records information confidential.
- Managed the secure transfer of medical records between facilities, ensuring proper adherence to privacy regulations and patient confidentiality guidelines.
- Provided outstanding customer service to patients requesting copies of their medical records or seeking assistance with related inquiries.
- Responded to patient inquiries to provide information and details of medical records.
- Scanned and uploaded medical records into electronic medical records system.
- Assisted in training new staff on medical record processing and filing procedures.
Treatment Coordinator
ClearChoice
08.2024 - 01.2025
- Maintained detailed records of patient treatments, ensuring accurate billing and efficient followups.
- Increased case acceptance rates through persuasive presentation of treatment options and benefits.
- Explained treatment choices to patients and helped determine best options.
- Provided exceptional customer service to create a welcoming atmosphere for patients and their families.
- Organized daily huddles with dental team members to review schedules, discuss potential challenges, and prepare for success throughout the day.
- Improved patient satisfaction by effectively communicating treatment plans and addressing concerns.
- Laid out potential payment plans for patients.
- Assisted dentists in the development of customized treatment plans, ensuring optimal patient outcomes.
- Reduced no-show appointments by implementing a reliable reminder system including phone calls, texts, or emails as preferred by each individual patient.
- Conducted interviews with patients to discuss health history, objectives and concerns.
- Served as a liaison between patients, clinical staff, and external specialists during referral processes or collaborative care efforts.
- Delivered excellent patient experiences and direct care.
- Established and maintained effective communication with staff, physicians and community organizations to promote high quality patient care.
- Monitored and inspected staff processes to eliminate hazards posed for both residents and staff while ensuring continuous compliance with regulations.
LEAD AREA HEALTH INFORMATION SPECIALIST
Datavant
03.2023 - 08.2024
- Streamlined the release of information process for patients, ensuring timely access to their medical records while maintaining strict confidentiality.
- Developed strong relationships with healthcare providers, fostering effective communication channels to address any concerns related to patient data management or documentation practices.
- Organized educational seminars for healthcare providers on proper documentation techniques, leading to more accurate reimbursement claims submissions.
- Collaborated with interdisciplinary teams to develop care plans, promoting optimal patient outcomes through accurate documentation and communication.
- Improved patient data accuracy by meticulously reviewing and updating electronic health records.
- Ensured compliance with HIPAA regulations by conducting regular staff training sessions and implementing privacy policies within the organization.
- Tracked and monitored requests for medical records release.
- Utilized electronic medical record systems to store, retrieve and process patient data.
- Verified accuracy of patient information in medical records.
- Assisted in training new staff on medical record processing and filing procedures.
- Identified new methods to optimize medical records management.
- Meets company goal/productivity expectations
- Provide coverage for different sites
Health Information Specialist
Datavant
12.2020 - 03.2023
- Maintained up-to-date knowledge of industry trends, attending relevant workshops and conferences to continuously improve professional skills.
- Troubleshot and contacted appropriate areas during system inoperability to reduce downtime.
- Developed comprehensive training materials for incoming Health Information Specialists, ensuring a smooth onboarding process and consistent performance standards across the team.
- Supported clinical research projects with accurate data collection, analysis, and reporting, contributing to advancements in healthcare practices.
- Responsible for processing all release of information, specifically medical records requests, in a timely and efficient manner ensuring accuracy.
- Assist with walk ins
- Maintaining working knowledge of company and facility software.
- Responsible for safeguarding patients records and ensuring compliance with HIPAA standards
- Assist with administrative duties such as handling faxes, opening mail, and data entry
Eligibility Specialist
Accredo/Cigna
10.2020 - 12.2020
- Reduced errors in eligibility determinations by maintaining thorough knowledge of program guidelines and regulations.
- Enhanced client satisfaction by providing timely and accurate eligibility determination for various assistance programs.
- Provided exceptional customer service through prompt response times, clear communication channels, and diligent follow-up practices.
- Ensured compliance with local, state, and federal regulations during all phases of the eligibility determination process.
- Reviewed applications for different aid programs and determined which qualification criteria for individuals.
- Established databases to track, analyze and automate eligibility application processes.
- Improved data accuracy with diligent maintenance of applicant records and database management.
Customer Service Cashier
Advanced Services Company
05.2019 - 10.2020
- Maintained a clean and organized workspace, promoting a welcoming environment for customers.
- Handled high-pressure situations calmly, maintaining composure during busy periods or difficult interactions.
- Actively listened to customers, handled concerns quickly and escalated major issues to supervisor.
- Processed customer orders and accurately handled payment transactions.
- Resolved customer complaints with professionalism and empathy, resulting in increased customer loyalty.
- Met customer service goals and exceeded customer expectations.
- Assisted in training new employees, ensuring they were knowledgeable about company policies and procedures.
- Demonstrated versatility by cross-training in various departments throughout the store when required.
- Resolved customer complaints, leading to noticeable improvement in customer satisfaction ratings.
- Collaborated with team members to maintain smooth operations during peak hours.
- Demonstrated product features, answered questions and redirected objections to highlight positive aspects.
Medical Office Receptionist
Medtemps
04.2015 - 03.2017
- Increased office productivity by multitasking efficiently during peak hours, handling multiple responsibilities simultaneously.
- Improved patient satisfaction by efficiently managing front desk operations and addressing inquiries professionally.
- Handled sensitive situations compassionately when dealing with distressed patients or families during difficult times.
- Collaborated with medical staff to ensure seamless communication and coordination of patient care.
- Maintained patient databases and updated information in alignment with HIPAA protocols.
- Contributed to a welcoming atmosphere by greeting patients warmly upon arrival and assisting them throughout their visit.
- Reviewed and sent medical records to other physicians upon request.
- Enhanced office efficiency by maintaining organized patient records and scheduling appointments accurately.
- Managed high call volumes, directing calls to appropriate departments while providing accurate information to callers.
- Pulled charts and prepared for nurse and doctor assessment.
- Streamlined the check-in process for patients, resulting in reduced wait times and increased satisfaction.
- Updated demographics regularly on electronic health record systems ensuring accuracy and up-to-date information accessible during visits.
- Supported administrative tasks such as filing, data entry, and document preparation for medical professionals.
- Kept patients' appointments on schedule by informing provider of patient's arrival and any delays.
- Anticipated needs of medical professionals by preparing necessary documents beforehand, resulting in smoother appointments and less downtime between patients.
- Coordinated referrals for specialist consultations, ensuring timely appointments and proper documentation transfer between providers.
- Received, recorded and filed medical payments by check, cash, and credit card.
- Adhered to strict HIPAA guidelines to protect patient privacy.
- Maintained records by recording, obtaining, and updating personal and financial information.
- Supported office staff and operational requirements with administrative tasks.
- Managed multi-line phone system and pleasantly greeted patients.
- Maintained current and accurate medical records for patients.
- Kept waiting room neat and organized by stacking magazines, removing trash, and cleaning glass.
- Checked patient insurance, demographic, and health history to keep information current.
- Helped patients complete necessary medical forms and documentation.
- Answered telephone calls to offer office information, answer questions, and direct calls to staff.
Medical Records Clerk
Case Management Services
11.2007 - 03.2015
- Ensured HIPAA compliance by adhering to strict confidentiality guidelines when handling sensitive patient information.
- Maintained confidentiality of all medical records and sensitive information to comply with HIPAA regulations.
- Scanned medical records in digital format for easy retrieval and accessibility.
- Printed and photocopied documents to provide patients with copies of medical records.
- Maintained patient records systems by archiving, scaning and indexing important documents and files.
- Developed and maintained organized filing system for medical records to adhere to HIPAA regulations.
- Assisted in preparation of medical records to release to other medical facilities requesting for patient history and information.
- Responded effectively to requests for medical records from legal representatives, insurance companies, and other authorized parties in a timely manner.
- Obtained necessary signatures on information release forms to obtain medical and treatment records from other service providers.
- Assisted in training new Medical Records Clerks, sharing best practices for managing files efficiently while maintaining confidentiality.
- Maintained patient privacy and security by monitoring access to electronic health records and reporting any unauthorized activity.
- Collaborated with healthcare providers to update patient information, improving quality of care.
- Maintained accuracy in electronic health records, ensuring compliance with healthcare regulations.
- Facilitated smooth communication between departments by providing timely access to patient records.
- Managed record retention schedules, ensuring legal compliance and efficient use of storage space.
- Trained new clerks on proper record handling and documentation procedures to maintain quality standards.
- Conducted regular audits of medical records for completeness and accuracy, ensuring regulatory compliance.
- Assisted in transition to new electronic health record system, minimizing disruptions in access.
- Updated patient records with new information to keep data current and accurate.
- Input data into computer programs and filing systems.
- Reviewed medical records for completeness and filed records in alphabetic and numeric order.
- Processed and tracked requests for medical records from external organizations.
- Followed up with medical staff regarding missing information in patient records.
- Maintained patient records in compliance with security regulations.
- Reviewed charts and flagged incomplete or inaccurate information.
- Tracked and monitored requests for medical records release.
- Verified accuracy of patient information in medical records.
- Identified new methods to optimize medical records management.
- Assisted in training new staff on medical record processing and filing procedures.
Education
Associate of Applied Science - HEALTHCARE MANAGEMENT
Concorde Career College
Memphis, TN10-2006
Skills
- Medical records management
- Insurance verification
- Medical records filing
- Medical office procedures
- Records organization
- Telephone etiquette
- HIPAA expert
- Records request handling
- Medical office administration
- Release of information
- Office administration
- Patient confidentiality
- EMR / EHR
- HIPAA compliance
- Medical records retrieval
- Processing of subpoenas
- Epic systems
- Knowledgeable and dedicated customer service professional with extensive experience in the medical field
- Solid team player
- Articulate, energetic and results oriented with exemplary passion for developing relationships
- Specialize in quality, speed, and process optimization
- Positive and outgoing
Timeline
Lead Medical Records Specialist
Gastro One
01.2025 - Current
Treatment Coordinator
ClearChoice
08.2024 - 01.2025
LEAD AREA HEALTH INFORMATION SPECIALIST
Datavant
03.2023 - 08.2024
Health Information Specialist
Datavant
12.2020 - 03.2023
Eligibility Specialist
Accredo/Cigna
10.2020 - 12.2020
Customer Service Cashier
Advanced Services Company
05.2019 - 10.2020
Medical Office Receptionist
Medtemps
04.2015 - 03.2017
Medical Records Clerk
Case Management Services
11.2007 - 03.2015
Associate of Applied Science - HEALTHCARE MANAGEMENT
Concorde Career College
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