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.
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.
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.
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.