Clerk/Runner - Medical Records Job at Medical Clinic of Houston, L.L.P.
SUMMARY:
The role of a HIM Clerk is to provide prompt, compliant, consistent, efficient delivery and retrieval of charts on an assigned schedule, and STAT requests. This role includes the following tasks: file room maintenance by terminal digit order, chart repair and/or replacement, daily file back of charts, purging files, chart volume management. HIM Clerks will utilize the established tracking systems to establish the location of the chart at any given time. HIM Clerks will abide the Clinic, Departmental, and regulatory agencies for protecting patient confidentiality. HIMS Clerks will adhere to established Clinic and Departmental policies and procedures inclusive of Code of Conduct, Professional Standars, Payroll, Practicess, Disciplinary Procedures, Safety, Professional Appearance.
DUTIES AND RESPONSIBILITIES:
PRIMARY RESPONSIBILITIES
- Ensure timely delivery and retrieval of medical records to assigned clinic suites on a daily basis.
- Monitor and print non-stat requests queue on an hourly basis.
- Comply with the established STAT request chart delivery procedure within 15 minutes of ticket printout.
- Retrieve charts from assigned clinics in possession of a chart needed by another physician for the current day’s appointments and/or STAT requests.
- Accurately maintain open shelf filing and/or box storage.
- Maintain assigned file section for over-crowding and purge as needed per department policy.
- Organize and maintain good working condition of charts.
- Keep assigned file section floors clear of debris and paper clips.
- Maintain a clean and organized workspace.
- Accurately record daily production before leaving each day.
- Answer incoming calls in a friendly and professional manner.
- Establish and maintain a working relationship with physicians, Clinic personnel, and managers to ensure overall Clinic standards are met.
- Act as the liason and maintain an open line of communication between the physicians, their Clinic and HIM staff.
- Accurately track the location of medical record chart volumes IN the File Room and OUT to on-site WHSE or ANNEX storerooms or OUT to clinics and other departments.
- Comply with department policies and procedures, as well as HIPAA guidelines for protection of patient health information.
- Complete annual safety training and maintain a safe work environment.
- Utilize proper body mechanics technique when lifting or pulling boxes.
- Comply with the Clinic’s payroll and dress code policies and procedures.
- Adhere to specific guidelines for employee health records storage.
- Perform other related duties as assigned or required.
OTHER AREAS OF RESPONSIBILITIES
- Check for loose filing in charts and direct to the appropriate unit.
- Create new address, barcode, and numeric color bar for new or replacement chart cover.
- Proper utilization of the RFID and barcode scanner.
- Adhere to established procedures for locating missing charts.
- Retrieval of off-site records.
- Daily print out and mailing of patient recall letters.
- Chart volume creation.
- Participate in cross-training activities as required.
- Work on special projects which may include working outside of normal business hours.
- Provide coverage for other clerks as needed.
- Destroy medical records in accordance with the Texas Medical Board retention guidelines.
BACKGROUND REQUIREMENTS:
- Education, Experience, and Knowledge
- High School Diploma or equivalent. Associates Degree or Certification in Health Information desired.
- Experience in records management in a medical practice or hospital setting preferred.
- Experience in a general office setting or other customer service role desired.
- Knowledge of terminal digit order filing system and HIPAA Patient Privacy Rules preferred.
- Knowledge of general operation of computer equipment and Microsoft Office software desired.
- Skills and Abilities
- Ability to demonstrate excellent communication skills, while maintaining a positive attitude, both relaying and receiving information verbally, on the telephone, in person and in writing.
- Ability to demonstrate excellent organizational skills and ability to multitask.
- Ability to demonstrate excellent customer service and satisfaction attitude and skills.
- Ability to effectively coordinate multiple projects.
- Ability to use analytical skills for troubleshooting and problem solving.
- Ability to work as a team member and also work independently with minimal supervision.
- Physical Requirements
- Must be able to push a rolling cart containing records weighing approximately 100 pounds.
- Must be able to lift up to 50 lb.
- Must be able to climb stairs to retrieve charts from storage.
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