Medical Records Clerk

To assist in the maintenance of patient records, including preparation, filing, purging, transferring records and obtaining release of information.

Responsibilities

• Process discharges per procedure. • Assemble daily discharges and routes appropriately. • Retrieve records for completion. • Maintain incomplete area (file records, route records to re-analysis area). • Process birth certificates for all live births and still births and dispatch to vital statistics in a timely manner. • Attach transcribed reports per procedure. • Perform functions related to batch printing transcribed reports. • Attach in-house reports to the appropriate chart. • Distribute transcription mail per schedule. • Perform courier functions as needed. • Receive records from the offsite facility and other divisions for scheduled and unscheduled visits/reviews. Retrieve records onsite for scheduled and unscheduled visits/revies. • Maintain accurate tracking system for all records received and dispatched. • Deliver records to requestors as scheduled. Follow up with requestors every two hours if records are not picked up. • Answer telephone and process requests or route call. The phone should be answered within three rings. • Greet customers. • Look up loose filing received and sort in td-4. Date all incoming loose lab and pieces. Place in cart for filing. • Prepare records for return to the offsite facility. Records should be bundled and in the appropriate outgoing buckets prior to the scheduled courier arrival/departure. • Track records signed out past the specified time period. • Retrieve mail and distribute daily. • Process walk-in requests and copy as necessary or forward request to Correspondence vendor. • Process requests for incomplete records for irs list. • Retrieve onsite records for correspondence vendor for processing. • Schedule review of records by external auditors in conjunction with camc internal audit. • Screen phonecalls for release of information. Instruct caller on proper request procedure or forward call to offsite for status update. • Assume responsibility for providing Medical Records to other health care providers for continued care in emergency situations. • Process all microfilm requests for release of information. • Process physician office calls for billing information. Forward requests as appropriate to the correspondence vendor. • Respond to subpoenas as necessary. Obtain appropriate certification for mail in responses. • Monitor review of records by attorneys and auditors.

Knowledge, Skills & Abilities

Patient Group Knowledge (Only applies to positions with direct patient contact) The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department’s identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients. Competency Statement Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist. Common Duties and Responsibilities (Essential duties common to all positions) 1. Maintain and document all applicable required education. 2. Demonstrate positive customer service and co-worker relations. 3. Comply with the company's attendance policy. 4. Participate in the continuous, quality improvement activities of the department and institution. 5. Perform work in a cost effective manner. 6. Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations. 7. Perform work in alignment with the overall mission and strategic plan of the organization. 8. Follow organizational and departmental policies and procedures, as applicable. 9. Perform related duties as assigned.

Education

High School/GED required

Credentials

• No Certification, Competency or License Required

Work Schedule: Days

Status: Full Time Regular 1.0

Location: Beckley-1836 Harper Road

Location of Job: US:WV:Beckley

Talent Acquisition Specialist: Tamara B. Young tammy.young@vandaliahealth.org