Medical Records Clerk

Position Summary: Provides clerical support to Medical Staff, nursing and ancillary staff in chart preparation/completion to facilitate record flow. Chart Prep will ensure receipt of all inpatient/outpatient/emergency department patient records, review each patient record for poor original, items that cannot be scanned, patient identification on each document, and will group documents in the appropriate order in preparation for scanning.  Assists in answering the phones.  Responsible for scanning all records into the EMR on a daily basis.  Maintains daily workflow, insuring that records are scanned in a timely and efficient manner to avoid delay in processing.  Chart scan will backup chart prep when needed. 

Essential Duties and Responsibilities: 

• Picks up charts from units and ancillary departments.  Reconciles list of current discharge in-patient and out-patient records at pickup up point and reports records not received.     

• Removes staples, sticky notes, etc. from charts.  Reviews each patient record received for poor originals and stamps accordingly.  Copies damaged documents so they can go through the scanning process.  Removes all photographs and inserts photograph cover sheet.  Verifies patient identification is on each document. 

• Identifies cold fed documents and groups documents in the appropriate order in preparation for scanning and places batch cover sheet on each batch.   

• Assists in answering phones and protecting patient confidentiality at all times.  Forwards all in-coming telephone calls and messages within the department promptly and courteously following Silver Cross Customer Service standards 

• Retrieves records from scanning shelf and performs scanning process according to procedure within established time frame. 

• Maintains appropriate set up for scanner to ensure optimal image results.   

• Verifies each batch has been set up appropriately prior to scanning. 

• Assigns a batch label according to procedure and identifies pages that did not scan well by flagging for scanning on flatbed scanner. 

• Writes batch to correct work queue at least 100% of the time and places batches in correct spot for indexing. 

• Cleans scanner each shift according to instructions.  

• Promotes a clean and safe environment of care, utilizing the SAFE error prevention habits 

• Provides the highest standard of privacy and confidentiality in matters involving patients, coworkers and the hospital by abiding by the Standards of Conduct 

Required Qualifications:   

Education and Training: 

• High school graduate or equivalent required. Clerical experience preferred. Good customer service and phone skills required. HIT student preferred. The ability to prioritize and respect confidentiality is a must. Course in medical terminology preferred. Computer knowledge required. Must be able to perform repetitive clerical tasks rapidly, with minimal error and must pay close attention to detail.