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Document Management Specialist

The CORE Institute

This is a Full-time position in Phoenix, AZ posted February 12, 2021.

Healthcare Outcomes Performance Company is a vertically integrated musculoskeletal outcomes management company.  HOPCo manages physician practices, hospital service lines, population health and value-based care programs, and musculoskeletal delivery networks.
HOPCo is the managing partner of Arizona-based entities, CORE Institute, Northern Arizona Orthopaedics, CORE Institute Specialty Hospital, Michigan-based CORE Institute, and Florida-based Southeast Orthopedic Specialists.
As HOPCo continues to grow, we are looking for a Document Management Specialist in our Corporate Headquarters. Please see below for the functions and requirements for this position.

  • Monitors inbound centralized fax lines and imports documents into the appropriate patient chart or distributes to the appropriate department or provider delegate.
  • 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 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 staff and patients.
  • Responds to patient inquiries as needed to resolve problems 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.
  • Maintains productivity and accuracy metrics per department expectations and AEIOU Behavioral Standards.
  • Follows and maintains all HOPCo polices and procedures, including those specific to Document Management.
    *The job holder must demonstrate current competencies for job position.


  • High school diploma/GED or equivalent working knowledge preferred.


  • 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.


  • Normal office environment. Some travel within community.


  • Requires sitting and standing associated with a normal office environment.
  • Some bending and stretching required.
  • Manual dexterity using a computer and telephone.


  • HOPCo Mission, Vision, and Values must be read and signed.