MEDICAL RECORDS CLERK - SCANNER (PART-TIME)

Description

JOB SUMMARY: Responsible for scanning and indexing documents into the electronic health record. Also responsible for filing and retrieving paper documents/paper medical records as needed. Performs other duties as assigned by the HIM Manager and/or HIS Supervisor.

DUTIES & RESPONSIBILITIES:

1. Performs the various workflows associated with medical record document scanning and indexing.  
2. Performs the document correction process when indicated.   
3. Ensures accuracy of work by reviewing patient names and medical record numbers on all medical records and documents to ensure that all the information is for the designated patient.
4. Readies items to be scanned into the EMR as necessary. Ensures the appropriate medical record number and provider initials are on all documents to be scanned.  
5. Reviews each document for provider signature. If a provider signature is on the document the document is not sent to the provider to acknowledge (sign) in the electronic health record. If there is not a provider signature on the document, the document is indexed following the provider acknowledgment workflow. This means the document will be routed to the provider’s in-basket to electronically sign.  
6. Requires the ability to use a document scanner to scan documents and a computer and mouse to index documents appropriately into the electronic medical record.  
7. Finds patient names, medical record numbers and/or information by using the computer.
8. Pulls medical records for providers as needed.
9. Responsible for incorporating loose miscellaneous reports into the paper medical record as needed.
10. Files medical records in terminal digit order into permanent file when needed.
11. Affixes loose reports into the paper medical record when filing and whenever necessary.
12. Uses proper out-guide procedures for medical records removed from any file.
13. Responsible for keeping the medical record files in a neat and orderly fashion.
14. Assists with locating misplaced medical records whenever necessary.
15. Answers phone requests regarding medical records and other medical record concerns.
16. For those providers that still utilize paper medical records, assembles and formats medical records in format order according to format policies and procedures.
17. Assists with any “testing” required for upgrades, system changes, etc. associated with the electronic health record.
18. Notifies HIM Manager and/or HIS Supervisor with any problems related to patient medical records.
19. Assists in other duties as designated by the HIM Manager and/or HIS Supervisor.

20. Requests supplies when supplies are needed.

21. Works overtime whenever necessary.

22. Upholds the confidentiality policies of the Health Information Management Department and SDMG.

23. Adheres to SDMG policies and procedures. 

24. Attends all required in-service programs and employee informational meetings as designated by HIM Manager and/or HIS Supervisor.

25. Practices time management, keeping authorized break periods within accepted policy. Maintains level of productivity as established for the department.

26. Complies with established SDMG attendance policy.

27. Provides proper notification for absences and scheduled time-off in accordance with SDMG policy.

28. Complies with SDMG policies and procedures pertaining to Incident Reporting and promptly notifies Supervisor of all incidents.

29. Knowledgeable of individual responsibilities and duties pertaining to SDMG safety/emergency preparedness including emergency codes.

30. Demonstrates a knowledge of proper body mechanics to be used in the work setting.

31. May be exposed to hazardous drugs.  

32. Attends OSHA training upon initial employee orientation and annually completes an OSHA competency.

RELATIONSHIP WITH OTHERS: Limited contact with physicians, patients and employees outside the Health Information Management Department. Must be able to work well with others and maintain a courteous and professional relationship with those persons in which contact is made, either in person or over the phone.

Requirements

EDUCATION/EXPERIENCE/KNOWLEDGE: High school diploma, equivalency, and/or experience. Ability to stoop, bend, and reach. Ability to lift over or equal to five pounds. Must be able to alphabetize. Ability to be on feet for long periods of time.

PHYSICAL REQUIREMENTS: Requires sitting, standing bending and reaching. May require lifting up to 20 pounds. Requires manual dexterity sufficient to operate standard office equipment such as computer, scanner, fax, calculators and telephone. Requires normal hearing and vision.