File Management Clerk

MAIN FUNCTION:

Responsible for maintaining file room in an organized manner. Reports to Clerical Team Leader as designated by the System Director of Health Information Services.

DUTIES AND RESPONSIBILITIES:

** 1. Is responsible for organization of the main file room to include retrieval and re-filing of records.

** 2. Generates computerized pull lists as appropriate. Pulls charts and checks charts out using the pull list. Retrieve and sign-out STAT request charts.

** 3. Correctly makes up charts if necessary including retrieving data from optical disk, microfiche, and/or archiving.

** 4. Copies medical records and prints portions of the computerized record for transfers when appropriate.

** 5. Copies charts as assigned by Team Leader.

** 6. Purges charts for archiving.

** 7. Maintains archive books documenting charts that have gone for microfilming or imaging. Assures that the books are maintained in an organized and neat manner so other employees can identify charts that have been sent to archiving.

** 8. Is responsible for loose filing in main file room.

** 9. Performs first check on archived media.

**10. Maintains physician signature folders in incomplete chart area.

**11. Assists with back-up to the Medical Records Processor in her absence by monitoring chart pull calendar and being responsible for pulling charts for committees, audits, and miscellaneous chart pulls.

**12. Utilizes the Hospital Clinical System for proper chart tracking including:

• Locate charts.
• Sign-out charts.
Check charts into the correct location.

**13. Assists physicians with electronic signature.

**14. Assists customers with completion of Authorization forms but does not release records to patients unless directed by the Correspondence Coordinator. Authorized to release medical information to healthcare providers and facilities in medical emergencies.

**15. Answers phones, pulls charts for the Emergency Department, physicians, units, and ancillary personnel as requested.

**16. Provides coverage for clerical area with other clerical team members during weekends and holidays:

• Answer phones
• Wait on physicians in the incomplete chart area
• Copies records for transfers
• Pulls charts as requested by units and Emergency Department
• Performs timing and tagging functions as necessary
Runs Pull Lists and/or ADT sheets as appropriate.

**17. Maintains confidentiality of all medical record information.

18. Employee understands and demonstrates the importance of satisfying the needs of the customer/patient by interacting with him/her in a friendly and caring way, being attentive to the customer’s needs, both psychologically and physically, and by taking the initiative to maintain communication with the customer in order to provide a secure and pleasant experience with the MedicalCenter.

19. Responsible for attending mandatory educational programs as required by position

20. It is understood that this job description lists typical duties for the classification and is not to be considered inclusive of all duties, which may be assigned.

EDUCATION:

High School graduate. Medical terminology preferred.

EXPERIENCE:

Clerical and/or office experience required. Medical office/unit experience preferred.

CARDIOPULMONARY RESUSCITATION (CPR) REQUIREMENTS:

No CPR required.

PHYSICAL DEMANDS:

Moderate physical effort. Must be able to lift 30 lbs. Typical office job. On feet a great amount of time.

EXPOSURE CATEGORY:

Category III. Tasks that involve no exposure to blood, body fluids, or tissues. Category I tasks are not a condition of employment

**A.D.A. Essential Functions