Junior Clerk – Medical Records

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.