MASON
CITY CLINIC
Job
Description
Job Title: Medical Records Clerk FLSA Status: Nonexempt
Job Code: Employee
Group: Non-Management
Department: Medical Records
General Summary:
Under general supervision and following
prescribed procedures, files and retrieves patient medical records. Files loose material such as test results,
hospital reports, dictation and so forth in appropriate patients' medical
records. Checks patients' charts for
completeness and accuracy. Sends copies
of certain patient chart information to appropriate third party personnel in
response to approved requests. Performs
a variety of related clerical duties including answering telephone inquiries,
typing labels and forms, and generates and distributes fee slips.
Principal Duties and Responsibilities:
1. According
to established procedures, files patient chart in alphabetical, numerical or
other prescribed order.
2. Receives
requests for patients' charts from physicians and Clinic support departments,
obtains charts, completes check-out procedures and sends charts to appropriate
location. Pulls and prepares charts for
scheduled appointments according to established procedures. Communicates chart status with requesting
party according to established guidelines.
3. Receives
patient-related information such as laboratory reports, operation reports,
discharge summaries, dictation and so forth to be included in patient charts,
and sorts and arranges same according to established filing system.
4. Obtains
patient charts from files and inserts updated and/or new reports and other
patient information according to established guidelines.
5. Retrieves
patient account information on the computer system in order to assist in filing
incoming reports, researching patient history, and reviewing and verifying
patient chart information.
6. Performs
light typing on labels, envelopes, and forms in order to create patient charts,
enter information in charts, record missing information in records and the
like.
7. Prepares
patient charts for delivery to appropriate department using various available
delivery sources.
8. Locates
missing charts by searching through record room files and Clinic departments,
as necessary. Contacts appropriate
personnel in this process.
9. Maintains
logs of department activities such as appointments, messages, and so forth as
requested by Supervisor.
10. Answers
telephone in order to take requests and provide routine factual information
concerning medical records following established medical records guidelines.
11. According
to established procedures, copies patient chart information, sends to insurance
company or requesting party, and prepares fee slips for completed requests.
12. Maintains
patient/physician confidentiality in all situations.
13. Assists
in training of new medical records staff as assigned.
14. Updates
patient information screen on computer system according to established
guidelines.
Knowledge, Skills and Abilities Required:
1. Ability
to read in order to review medical records for completeness, to write in order
to maintain a wide variety of file status records, and basic knowledge of
medical terminology as normally acquired through completion of high school.
2. Approximately
one to three months on the job experience necessary in order to learn medical
terminology, chart preparation and filing systems, and to learn Clinic policies
and procedures.
3. Interpersonal
skills necessary in order to effectively interact with patients, physicians and
other Clinic personnel when obtaining and supplying factual medical record
information and insurance company personnel when discussing patient information
requests.
4. Basic
analytical skills necessary in order to identify missing and/or incorrect
information from patient charts, to contact appropriate sources to complete
records, and to maintain accurate logs of daily activities.
5. Ability
to concentrate and pay close attention to detail for approximately forty
percent of work time when filing patient charts and medical reports.
6. Ability
to stand and walk for up to fifty percent of work time when filing, retrieving
and delivering patient charts.
7. Ability
to lift and move files and packages up to ten pounds for less than ten percent
of work time when transporting and filing medical records.
Working Conditions:
1. Works
in a normal office environment where there are few, if any, physical
discomforts due to dust, dirt, noise and the like.
Reporting Relationships:
Reports to the Medical Records Manager.
Approvals:
______________________________________________________ ____________
Department Manager Date
______________________________________________________ ____________
Administrator Date
The above is intended to describe the general
content of and the requirements for the performance of this job. It is not to be construed as an exhaustive
statement of duties, responsibilities or requirements.