Medical Records Clerk (Him Clerk)

Mission:

To serve as a Health Information Management team member and support the hospital’s patient care, education, and community service mission. To ensure compliance with the Medical Records related to the confidentiality of records and the storage and retrieval of records, form maintenance and development, and deficiencies.

Essential Functions:

• Handles the release of medical information to all requestors, patients, physicians' health care providers, insurance companies, lawyers, etc., in accordance with hospital policy.
• Designated Outpatient HIM Clerk in addition to assisting with inpatient HIM
• Verify authorization in accordance with hospital policy and state and federal law.
• Upholds security and confidentiality regulations. Alert the department supervisor of any unusual requests.
• Uses the computer to verify demographic information.
• Maintains a daily log of all records requested.
• Mails copies to requestors
• Retrieves charts for the company responsible for Disability Determinations.
• When appropriate, it receives calls from the departments and routes them.
• Courteously answers the telephone and takes accurate messages.
• Types of Medical Records related forms
• Uses Microsoft Word, PowerPoint, and Excel to create forms.
• Types forms in a timely matter
• Ensures that records are received in the HIM department and reviewed promptly.
• Thoroughly performs 1st and/or 2nd reviews of the chart to ascertain all deficiencies and assign to the appropriate clinician(s).
• Answers questions regarding record deficiencies.
• Notifies clinicians through deficiency sheets and notices of incompleteness.
• If there is a question regarding deficiencies or the assignment of the clinician, refer the chart to the HIM supervisor.
• Assists with rectifying any errors identified by the HIM Supervisor in the final review.
• Ensures that charts are accurately filed in the permanent and incomplete file.
• Pulls charts for various hospital personnel when needed.
• Ensures that purging of the permanent file gets done properly.
• Ensures that they are sent to the archival area when necessary.
• Ensures that when calls are received, they are channeled to the appropriate party.
• Charts are pulled when calls are made to the HIM department, completing the proper forms and ensuring that units are contacted.
• Ensures that charts are assembled according to the prescribed chart format and that charts are not out of sequence.

Job Requirements:

• High School Diploma
• At least two years of experience working in a hospital Medical Records office. (Preferably Behavioral Health)
• Proficient in Microsoft Office (Word, PowerPoint, and Excel)
• Proficient with use of the computer
• Ability to (create) open patient files and close patient files.
• Verification of information (Authorizations...etc.)
• Detailed oriented.
• Ability to work as part of a team and/or with minimal supervision.
• Must possess a working knowledge of current state and accreditation regulations.
• Able to access and enter data into the billing management system.
• Professional telephone etiquette
• Strong customer service and communication skills.
• Strong time management skills

Physical and Mental Job Requirements:

• Ability to exercise self-control in potentially volatile situations such as being verbally or physically confronted in a threatening or aggressive manner.
• Must be able to work and concentrate amidst distractions such as noise, conversation, and foot traffic.
• Ability to handle interruptions often and move from one task to another.
• Must be flexible and not easily frustrated in dealing with differences of opinion.
• Ability to stoop, kneel, crouch, crawl, reach, stand, walk, push, pull, lift, grasp, and be able to perceive the attributes of objects such as size, shape, temperature, and/or texture by touching with skin, particularly that of the fingertips.
• Ability to express and exchange ideas via spoken word during activities in which they must accurately convey details or important spoken instructions to others, sometimes quickly and loudly. Hearing is to perceive the nature of sound with no less than 40 db loss a Hz, 1000 Hz, or 2000 Hz with or without correction.
• Ability to perceive detailed information through communication and make fine sound discriminations.
• Individuals must be able to exert up to 100 pounds of force occasionally and to be able to lift, carry, push, pull, or otherwise move objects.
• Work requires a minimum standard of visual acuity with or without correction that will enable people in the role to complete administrative and clerical tasks and visually observe patients on the unit and in therapeutic activities.
• While a worker may possibly be subjected to temperature changes, the worker is generally not substantially exposed to adverse environmental conditions as the work is predominantly inside.
• Required to travel throughout the city where drug trafficking activity is prevalent.

The Kirkbride Center is a licensed 304-bed comprehensive behavioral health care facility located on a 17-acre campus in the University City neighborhood of Philadelphia, PA. The Kirkbride Center provides a spectrum of addiction services.