Medical Records Clerk

POSITION SUMMARY: This is a 40-hour-per-week position with assigned clerical duties as delineated below. The various responsibilities that fall into this job description may include but are not limited to handling correspondence releases, assembly and analysis of outpatient surgery charts, answering phone calls and helping customers who walk in, assisting in the analysis and assembly of inpatient discharges, filing completed charts into permanent files, pulling records as requested, sorting and filing late reports into patient records. Filing records in the Meg House Storage building as needed and maintaining the storage building for easy retrieval of all records. Keeps the storage building in neat shape and moves charts as appropriate for purging and making room for more charts. Scanning records into the Optio system is also part of this function.

ESSENTIAL FUNCTIONS:

1. Correspondence request release.
2. Assisting with the assembly and analysis of inpatient and outpatient charts.
3. Tagging of inpatient charts for completion by MD in nursing units and tracking H&P’s.
4. Responsible for sorting all reports in terminal digit order and inserting them into correct inpatient and /or outpatient records.
5. Accurately files completed charts in a permanent file using terminal digit order.
6. Pulls records as requested from the Medical Record Request pull list.
7. Moves and purges records from the storage areas as needed to make room for new charts. 

OTHER RESPONSIBILITIES:

1. Assist in department telephone calls and walk-in requests.
2. Work with Health Information Technicians to help them.
3. Other duties as requested by supervisor.

SUPERVISORY RESPONSIBILITIES: None. Works under the direction and supervision of the Department Director and Coordinator. 

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

1. High school education or equivalent
2. Knowledge of office file equipment and procedures. 
3. Computer Skills, minimally entry level.
4. Must possess organizational skills.
5. Positive attitude and team player.

LICENSES AND CERTIFICATIONS: None.

AGE OF THE POPULATION SERVED: No direct patient contact.

PHYSICAL REQUIREMENTS: Attached.

1. Visual and hearing ability pertinent to communicating with hospital staff.
2. Must be able to do a great deal of lifting and carrying charts from one room to another: trips to other departments, to outside storage facility. 
3. Frequently spend time walking, standing, stooping, sitting, reaching and stretching.  

MENTAL REQUIREMENTS:

1. Must be able to organize work responsibilities according to priority.
2. Must be able to read and assimilate numerical numbers for accurate filing.
3. Must be able to coordinate with other department employees’ work details.
4. Must be able to concentrate and pay attention to detail.
5. Must work on own initiative.

SCHEDULING AND AVAILABILITY:

1.  This is a full-time position, 40 hours per week.
2. The position requires flexibility to cover a service that must be provided to the hospital Monday through Friday 8:30 am to 5 pm.
3. Available to respond in emergencies.