Under direct supervision of Health Information Manager, assembles and maintains complete medical records according to established procedures files and retrieves patient records, prepares new files, scans/indexes external documents into electronic chart; may open and distribute mail.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
In paper environment (Basic functions Included):
Sorts and files loose paperwork in proper order within paper chart
Creates patient folders for new patients using unique identification numbers according to established protocols
Responds to chart requests quickly, asking co-workers for assistance when needed
Retrieves patient charts and re-files charts in proper sequence
Properly checks charts in/out to the appropriate location for tracking purposes
Completes requests for information from patients, physicians, attorneys, and insurance companies following departmental policies to safeguard patient confidentiality; maintains a log of this activity within the patient’s chart as well as the log book. (Basic)
Locates records that have been checked out or are missing, in accordance with departmental policies for safeguarding patient records (Basic)
Separates Labs for Primary Care and puts in providers box
Pulls files using the STAT/PULL/FILE system: those with notes reading “STAT” within one hour, “PULL” in twenty-four hours, ”FILE” in seventy-two hours
Follows established departmental policies, procedures, continuous quality improvement objectives, safety, environmental and/or infection control standards (Basic)
Monitors office supplies and machinery; notify supervisor when re-ordering or repair is necessary (Basic)
Assist supervisor in training fellow employees as workflows change within the department (Basic)
Performs other related duties as assigned. (Basic)
In Electronic Environment: (In addition to basic functions listed )
Scans/indexes external documents appropriately into patient charts with correct date, provider, and document type for ease of retrieval by medical staff within 48 hrs of receipt
Delivers incoming forms and prescriptions from external institutions for the appropriate provider to review
Follows up on requests for information from other institutions that have not been received in a timely fashion
Works with supervisor to assist in audits and chart reviews for providers
Performs other related duties as assigned.
This position requires compliance with all of Alivio’s written standards, including its Standards of Conduct, Joint Commission standards, all policies and procedures and Corporate Compliance requirements. Compliance will be considered as part of the regular performance evaluation.
Manages and supervises staff listed below, including hiring, training, evaluating and managing performance to meet departmental efficiency and performance measures in keeping with the Union Collective Bargaining Agreement (CBA), Personnel Policies and Procedures and prevailing employment laws as appropriate.
Clinical support staff
Patient Service Representatives
OSHA Category 3 – Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues are not a condition of employment.
High School graduate or GED, some college preferred
Certification of Licensure:
Six months clerical experience; experience with medical terminology preferred and basic computer data entry
Computer systems, filing systems
Ability to maintain alphabetical and numerical filing systems; ability to use computer systems and office equipment; ability to learn scanning/indexing processes; ability to complete routine paperwork; ability to maintain confidentiality of records and information; ability to maintain quality, safety, and/or infection control standards; ability to follow routine verbal or written instructions; bilingual (Spanish)