File Control Clerk
Bristol Bay Area Health Corporation - Dillingham, AK

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Maintains patient record integrity through filing, assembling, and retrieving confidential patient material. Prepares folders for new patient records. Performs file and index audits, locates charged-out records, safeguards the patient records from unauthorized access, complies with Health Insurance Portability and Accountability Act (HIPAA) procedures and maintains strict confidentiality.

Qualifications:
  • High school graduate or equivalent.
  • Accurately type 30 wpm; computer literate, works cooperatively, analyze and evaluate record material, and able to train others.
  • Strict confidentiality is required.
  • Attention to numbers and detail; ability to communicate well, verbally and in writing with health care professionals.
  • Knowledge of The Joint Commission applicable standards. Terminal digit and color-coded filing methods.


  • Essential Functions:
    I. TECHNICAL: RECORD RETRIEVAL

  • Retrieve confidential patient records for authorized health care providers
  • Delivers prepared records for scheduled appointments
  • Responds to telephone requests for unscheduled patients for Emergency Room and clinics and staff as requested.
  • Promptly retrieves and delivers requested records per priority list.
  • Use RPMS to locate medical record numbers.
  • II. TECHNICAL: FILE MANAGEMENT

  • Maintains record number log, prepares folders for new patient records.
  • Maintains medical record integrity through accurate and prompt filing in standardized assembly.
  • Maintains Terminal Digit Order filing system by locating misfiled records, straightening files, filing records in terminal digit order, and allowing for expansion of records.
  • Files miscellaneous loose sheets as per group assignment accurately and promptly, in standardized assembly.
  • Assigns record numbers to un-numbered loose files for prompt filing.
  • Scans and imports approved notes into patient records and routes other notes as outlined in process.
  • Forwards, copies, scans, and files Comfort One and Living Will forms per department procedure.
  • Maintains an accurate inventory the new charts.
  • Orients new department staff, providers, and nursing staff in “after hours” record retrieval.
  • Re-volumes records in accordance with departmental procedure.
  • Files all returned records by the end of the day.
  • Archives records annually in accordance with Federal Records Center Guidelines.
  • Imports and scans records into the Electronic Health record as required.
  • III. TECHNICAL: OTHER FUNCTIONS

  • Retrieves voice mail messages from common File Control Clerk extension.
  • Assists Director and other co-workers with special projects.
  • Shreds discarded confidential information as needed.
  • Maintains Quality Calendar as instructed
  • Scans approved patient records on routine basis
  • Inactivate and prepares records for archiving annually.
  • IV. DEPARTMENT

  • Participates in department’s performance improvement program, follows safety and infection control procedures.
  • Participates in both internal and external disaster procedures for the department and is able to respond immediately.
  • Safeguards department and records form unauthorized access.
  • Maintains strict confidentiality and compliance with the HIPAA understands that breach of these requirements cause immediate termination and may be subject to civil and criminal liability and fines.
  • Maintains a clean and neat, well-organized work environment.

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