The file clerk performs various departmental clerical functions daily relative to chart document imaging. Also included is filing and retrieving patient records, answering the telephone, providing professional assistance to hospital staff and physicians, performing general office duties and data entry as requested. This position also requires competency in multiple computer software programs, the operating of photocopy equipment, scanning equipment, & processing transcribed reports.
Uses the chart tracking system to locate and sign out records in a quick and efficient manner & assign records promptly and accurately to the appropriate location.
Responds promptly to internal computer/fax/phone/written requests for medical records promptly and in a courteous manner.
Retrieves medical records within the appropriate location.
Files records in designated file areas according to applicable document imaging process.
Purges inactive records 90 days after validation.
Processes Transcribed Reports
DOCUMENT IMAGING PERFORMANCE DUTIES:
Prepping & Assembly
Plue every page, remove inappropriate sheets, arrange documents appropriately, insert document separate page when necessary.
Check the quality of the image, rotate the pages as needed, rescan missed pages, confirm chronological order and PLU on every page
Verify patient name/encounter, split documents where needed, confirm every sheet has been scanned
Confirm that documents are uploaded to the appropriate folder within powerchart
Assess chart completeness, confirm signatures
This position may also require the following work to be completed:
Identify and investigate variances between electronic and paper medical records and ensure a timely resolution of issues
Demonstrate competence on applicable software system(s): HealthQuest, Cerner Powerchart, Microsoft Office, athena, NextGen, Soapware, and other electronic medical records.
Access, retrieve and print reports from HealthQuest, LI App Bar, Vista, Cerner PowerChart and any other applicable software application.
Demonstrates adherence to Trinity Health’s Compliance Integrity Program, code of Ethics, as well as other policies of St. Joseph Mercy Hospital and Trinity Health. Demonstrates punctuality and adheres to attendance policies. Uses departmental resources in a cost effective manner and manages own work activities efficiently and effectively. Demonstrates initiative and seeks opportunities to enhance operating performance.
High School Graduate
B. Training and Experience
Six months to one year previous clerical experience preferred.
May receive on the job training, if required.
Computer knowledge required to effectively utilize hospital systems
Knowledge of terminal digit filing system
Walking and standing most of the workday.
Bending and stooping to reach lower file shelves.
Stretching to reach top file shelves.
Lifting many records at once.
Finger dexterity and visual acuity to operate computer terminal and read data.
Hearing and speech dexterity to respond to telephone requests.
Ability to move around the office and other departments within the hospital.
Ability to file, retrieve and obtain supplies.
Sitting at desk for prolonged periods of time.
Courtesy and cooperation in dealing with employees, physicians, patients and visitors.
Ability to work under pressure with time constraints
Attention to detail.
Manages time efficiently.
Ability to function independently with minimal supervision.
Ability to accept changing work priorities and manage and prioritize multiple tasks.
Ability to accept changing scope of job responsibilities.
A.Supervised by Medical Records Director/ Team Lead
B.Workers supervised: None
The above list of duties is intended to describe the general nature and level of work performed by individuals assigned to this classification. It is not construed as an exhaustive list of duties performed by the individuals so classified, nor is it intended to limit or modify in any way, the right of any supervisor to assign, direct, and control the work of employees under his/her supervision.