Medical Records Clerk

JOB DESCRIPTION
Designation : Medical Records Clerk
Section/Department : Health Information Management
Reporting to : HIM Supervisor / Shift In Charge
Responsible for/Reporting Staff :
Purpose and Scope of the Job:
Under the supervision of HIM Supervisor / Shift In Charge, the Medical Records
Clerk is responsible to collect the patient records, place the residual
documents in the patient file.

Main Duties and Responsibilities/Performance Standards:
* Monitor all request for physical files are retrieved and delivered to the end users, collected and re-shelved in medical records in a timely manner, to avoid disruptions to patient care.
* Coordinate and collects discharge files from the inpatient floors, residual documents from OP/ED
* Ensure all the residual documents are filled in the correct patient file.
* Communicate file delays in timely manner to the requestor.
* Monitor the patient files in the rack are kept neatly, arranged sequentially etc.
* Assume responsibilities of Shift-In-Charge during their absence.
* Verify that all releases of information are in accordance with Hospital policies and procedures, guaranteeing security and confidentiality of patient health information.
* Performs miscellaneous job-related duties as assigned by the Direct Reporting Authority.
* Supervise medical record staff during evening hours, and resolve issues to ensure Unit is properly functioning.
* Monitor that SAP is utilized for all file requests to ensure proper file tracking, and maintain lists of files which cannot be retrieved physically.
* Coordinate with the outsourced medical records staff and ensure they are assigned task during working hours.
* Ensures quality and patient safety practices are followed
* Provides or promotes people centered care
* Promotes inclusive health by providing equitable and accessible care to patients and families with special needs.
* Ensure confidentiality of information contained in patient's file and report against misuse of information contained therein.

Qualifications, Competences and Skills:
Education: High School / Diploma course
Experience: One Year experience in File Section / Medical Records
Department
Licensure : Not Applicable
Language : Proficiency in English Language
Computer Proficiency : Computer literacy - highly skilled
Performance Competencies & Skills:
* Knowledge of basic medical terminologies, English language.
* Ability to maintain quality and security standards related to patient information
* Skill in the use of operating basic office equipment and records maintenance skills
* Excellent Interpersonal and communication Skills
* Knowledge of filing / numbering system in Medical Records
* Use of a range of basic office equipment, such as personal computers, photocopy machines, Fax machines, telephones, etc.,
* Ability to perform physically laborious tasks such as collection and transfer of medical records from all Hospital units to HIM Department.
* Strong organizational skills and ability to work under pressure.

Principle Working Relationships and Remarks
* Archiving Technician
* Medical Records Department Staff
* Clinical and Customer Service Staff
* Outsourced staff