Job Objective: Under the supervision of the Manager of Health Information Services and under the direction of the Service Coordinator, will perform a variety of duties related to record purging.
Duties and Responsibilities:
A. Purging
1. Retrieves, delivers and files health information in offsite storage areas using numerical, alphabetical and color-coded systems.
2. Based on defined guidelines, decipher if records should be retained or purged.
3. Retained records will be refiled on shelving units at offsite storage.
4. Records identified for destruction will be maintained in a separate holding area at offsite storage, designated documents transported to main office for review, then records identified for destruction moved to shred-it bins based on approved destruction dates identified by Service Coordinator.
5. Drive Medical Center vehicles to offsite storage and other facilities for transportation of records following defined transport guidelines.
B. Data Entry
1. Enter data into computer system based on procedures for destruction.
2. Enter data in a timely and accurate manner.
3. Returns incomplete or questionable records to Service Coordinator for final disposition before entering data.
C. Other Duties
1. Plans, organizes, prioritizes, and coordinates work to achieve functional area goals and maximum productivity and efficiency on a day-to-day basis.
Non-Essential Duties:
- Accepts and carries out other miscellaneous duties and responsibilities as required for maintaining the services provided by Medical Records.
Knowledge, Skills and Abilities:
Knowledge
- Knowledge of Microsoft Office applications.
- Knowledge of department policies, practices and operations.
Skills
- Perform data entry accurately with use of a keyboard and mouse.
- Perform duties using computers.
- Effective oral and written communication skills.
- Detail oriented and organized.
Abilities
- Ability to recognize colors associated with color-coded filing system.
- Ability to retrieve, deliver, track, and file records offsite.
- Ability to review records and verify patient information.
- Ability to drive Medical Center vehicles to offsite storage areas and facilities for record transport.
AVMC Values: All AVMC employees will effectively demonstrate these values:
- Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
- Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
- Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
- Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
- Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
- Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.
Education and Experience:
Education
- High school graduate or GED equivalent.
Experience
- Prior experience working in an acute care hospital medical record department preferred.
Required Licensure and/or Certifications:
- Valid California driver’s license required.
AVMC Conduct/Compliance Expectations:
- Ability to adhere with AVMC Attendance and Punctuality Policy.
- Ability to adhere with AVMC Leaves of Absence Policy.
- Ability to adhere with AVMC Paid Time Off (PTO) Policy.
- Ability to adhere to the department dress code.
- Ability to organize work and establish priorities.
- Ability to expand on own initiative in performance of duties.
- Skill and ability to follow the telephone etiquette/standards.
- Ability to function effectively under pressure and meet time parameters.
- Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff.
- Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVMC.
- Ability to maintain the confidentiality of patients, hospital and department information.
- Ability to adhere to safety rules and regulations.
- Safely and effectively use all the equipment necessary to carry out duties.
- Ability to interpret and function under hospital and department policies and procedures.
- Conforms with required and appropriate accreditation and regulatory requirements.
- Conforms with and supports hospital quality assurance and improvement guidelines.
- Ability to participate effectively in department and hospital staff education.
- Display a willingness to work as a team player.
- Ability to give and support the highest level of patient/customer satisfaction at all times.
- Supports and adheres to the values and mission statement established by the AVMC Board of Directors.
- Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
- Ability to follow the Code of Conduct.
Physical Requirements and Working Conditions:
- Work is usually performed at an offsite storage facility with minimally controlled temperatures.
- Transporting records or boxes of records to offsite storage areas will be required to retrieve or deliver records.
- Driving a Medical Center vehicle in order to transport records.
A detailed description of the physical requirements of this job is maintained in the Employee Health Department.
Education and Experience:
Education
- High school graduate or GED equivalent.
Experience
- Prior experience working in an acute care hospital medical record department preferred.
Required Licensure and/or Certifications:
- Valid California driver’s license required.
