Description

Job Description

Tracks the location of records and documents that are delivered to clinical units. Delivers and collects records and documents to/from various locations throughout the facility; arranges deliveries to Satellite Clinics.

Responsibilities

File Room Reception:

• Deals with all callers/ visitors in a timely and professional manner. 
• Monitors the File Room email and responds appropriately. 
• Processes requests as per policy.
• Forwards release of information requests to the Release of Information (ROI) Unit. 
• Keeps requesters informed by communicating availability/non-availability of the documents.
• Uses the tracking module to track the location of patient documents.

Paper Documents:

• Collects paper patient documents from clinical units, and review them for:
  • Appropriate patient identification
  • Irregularities 
  • Non-approved documents
• Assigns to sorters, using terminal digit system.
• Scans and attaches documents to the appropriate Electronic Medical Records (EMR), using at least two patient identifiers.
• Ensures all scanned documents are to be attached to the correct encounter number (FIN), using the correct document type/ title.
  • Identify document types that are not available in the health information system.
• Organizes by document type (external, informed consent, others) and process as per policy.

Non-retrievable Documents:

• Maintains a log of missing documents for statistical and follow-up purposes.
• Follows up on priority documents in an ongoing and timely manner.

Preparation of Documents for Planned Procedures:

• Prepares the records, as per the Operating Room schedule.
  • Ensures necessary documents are available, follows up with the relevant clinic for non-available documents, and advises the inpatient units of the same.
  • Delivers the documents to the appropriate units, by 19:00 hours, one day before the scheduled procedure.  

Uploading Images CDs:

• Uploads external facility CDs containing images, as ordered, ensuring the images are correctly matched to the appropriate order.
• Coordinates with the ordering Clinic/IT Department.
• Maintains a log of all CDs received, uploaded and collected.

Digitisation of Medical Records/ Disposal of Patient Information:

• Supports the digitisation of archived paper medical records, by preparing the records, scanning, and confirming quality checks.
• Supports the disposal process for digitised medical records.  
• Disposes of patient documents by a secure process (shredding).

Off-site Storage:

• Submits details for all retrieval requests, log and receive on delivery.
• Prepares documents and/or records for returning/ initial transport to the off-site Storage location.  

Miscellaneous:

• Uses the incident reporting system to report any events related to confidentiality, security and documentation.
• Logs daily workload to support department workload statistics.
• Performs additional duties assigned to Medical Records Coordinators and/or ROI Coordinators such as assembly, and analysis during peak times and leave coverage.
• Maintains quality results by following hospital standards and policies.
• Maintains continuity of work operations by documenting and communicating actions, irregularities, and continuing needs.
• Enhances medical records and hospital reputation by accepting ownership for accomplishing new and different requests; and exploring opportunities to add value to job accomplishments.

Qualifications

• High School Diploma

PROFESSIONAL EXPERIENCE:

• Minimum of two (2) years of experience in a healthcare setting in either Health Information Management (HIM) or Medical Records Department (MRD).
• Knowledge of medical terminology, appropriate level of healthcare and healthcare delivery systems preferred.
• Knowledge of terminal digit filing preferred.
• Skills in computer applications (e.g. Word, Excel, PowerPoint, Outlook, and email systems).
• Ability to speak and write in English fluently.