Job Summary: Working under the direction of the Manager of Medical Records/Scanning, this position is responsible for the timely and accurate delivery of all required patient charts to the appropriate person/department as well as retrieving medical records from physician offices, accurately filing of all charts back to appropriate location. In addition, this position is also responsible for the timely and accurate scanning of paperwork in to the correct EHR location. Performs a variety of clerical support functions as needed.
The Medical Records Clerk assists with maintaining a smooth operation of the Medical Records Department by scanning loose papers into electronic medical records, importing electronic records, answering telephones, addressing requests for information, and other duties as assigned. Essential Values-Based, Leadership and Management Competencies: Demonstrates values-based competencies in line with the four core values that are the foundation of all activities performed by employees in order to achieve the Mission of the St. Joseph Health System.
Dignity: Demonstrates competence in communication and interpersonal relations. Excellence: Demonstrates competence in continuous improvement, continuous learning, accountability, and teamwork. Service: Demonstrates competence in customer/patient focus and adaptability.
Justice: Demonstrates competence in community orientation and stewardship. Essential Functions: Responsible for accurately scanning all paperwork in corresponding electronic medical records, in date order and according to standard chart format, adhering to the 5 document batch sort policy. Scans loose papers into patient records in the appropriate section of the medical record and tasks (routes electronically) as required.
Scans correspondence & transferred old records into EMR in appropriate sections. Imports electronic documents (from e-fax and Cerecons) into patient records in the appropriate section of the medical record and tasks (routes electronically) as required. Responsible for daily review of authorizations and/or subpoenas on file including calling patients to notify of copying procedure and cost for copying records for personal use.
Responds within the limits established by the prevailing law and medical centers. Coordinates and corresponds with the copy service. Responsible for sending requested medical records to appropriate person/facility requesting chart and/or pulling appropriate charts as needed if applicable.
Locates and delivers correct charts to appropriate person/department per request, scheduled patient appointment or paperwork. Responsible for daily rounding of facility to retrieve charts/documents from the different departments and/or suites for distribution to appropriate scanner. Retrieves charts from the hospital and storage as needed.
Responsible for answering telephones according to policy, assists patients with release of information, processing all requests and retrieving voice mail messages. Files all loose documents into paper chart where needed and into proper sections, filing charts accurately in the appropriate location. Responsible for entering clear and accurate information regarding authorizations/subpoenas into the "EZ-Tracker" program and maintaining site storage system, if applicable, maintaining the Iron Mountain process and/or website should records need to be shipped or retrieved from storage.
Orders or notifies appropriate staff regarding supplies as needed. Maintains a clean and safe work area. Copy chart for referring providers.
Releases appropriate information meeting request, regulations and assuring confidentiality of patient information. Promptly accepts and processes requests for medical records, either received in person or from the clinics. Assists record department as requested, assisting co-workers, other departments and/or other sites as needed.
May also be requested to assist with PBX coverage for breaks, lunches and staff meetings. Posts checks from copying medical records on pt accounts. Keeps updated current list on which areas to scan things into the EMR.
Save reports in patients chart and task providers. Prints Accender reports for the next day and same day appointments. Processes all outgoing and incoming mail.
Fax server/fax/print documents to providers for signature. Responsible for the sorting, identifying MRN and delivering RX refills/faxed correspondence to the designated physician area. Additional Responsibilities: Performs all other duties as assigned.
Age-Related Competencies: Demonstrates age appropriate communication skills for the population served.. Information Management: Treats all information and data within the scope of the position with complete confidentiality and security. Maintains all practices to protect PHI and follow HIPAA guidelines.
Risk Management: Cooperates fully in all risk management activities and investigations. Safety Requirements: Is knowledgeable of, observes and complies with hospital Codes of Safe Practice, safety policies and emergency procedures. Adhere to all St.
Joseph Heritage Healthcare policies and procedures as set forth in the Medical Records policy and procedure manual, safety manual and Employee handbook. Minimum Position Qualifications: Education: High school diploma or GED required. Experience: One (1) year medical record related experience Computer Skills: Basic computer skills in a Windows operating environment including Microsoft Word and an e-mail system.
Other: Valid California driver's license and automobile insurance for employee-owned vehicles. Knowledge / Skills / Abilities: Requires good written and verbal communication skills to communicate effectively with patients and individuals at all levels. Knowledge of Medical Terminology and/or anatomy/physiology.
Possess basic analytical and problem solving skills. Possess organizational and prioritization skills. Alphabetizing Ability to multitask Ability to work as a team player and possesses a professional demeanor.
Knowledge of HIPAA. Ability and willingness to travel between SJHH locations. Preferred Position Qualifications: Experience: One (1) plus years of clerical experience within a healthcare environment.
Previous medical records experience within the healthcare industry including document scanning highly desirable. Computer Skills: Previous experience with EMR, Allscripts/Touchworks, Meditech, and/or Advanced Web / IDX. Intermediate MS Windows, Word, Excel.
License / Certification: HIT certification HIPAA certification Other: Knowledge of medical terminology and/or anatomy/physiology a plus. Knowledge of State and Federal regulations as well as compliance standards highly desirable. St.
Joseph Heritage Healthcare (SJHH) is one of California's most respected medical groups. With over 3,000 employees and 75 locations throughout California, including, Northern California, Orange County, High Desert and Los Angeles County, SJHH has been continually recognized as a leader in quality, customer service and information technology. This kind of success is the result of team work, a commitment to excellence and a strong adherence to the organization's mission, vision and values.
St. Joseph Heritage Healthcare (SJHH) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, St.
Joseph Heritage Healthcare (SJHH) complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.