Data Entry / Medical Records Clerk

Description:
Summary: Compiles and maintains patient medical records in electronic health records (EHR) system by performing the following duties.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Data enters consultation reports and lab results into the patients chart
• Reviews medical records for completeness prior to scanning and indexing
• Historical scan (physician has reviewed)
• Live scan (physician has not reviewed)
• Collects mail from medical records mailbox
• Opens, scans, and indexes accordingly
• Monitors completion of medical records in accordance with time standards
• Confers with doctors, nurses, and other health personnel to assure that medical records are complete, current and accurate
• Answers phone calls and documents appropriate phone notes in patients’ charts
• Processes subpoena requests and forwards all cash/checks to accounts payable department
• Compiles, maintains, and reviews logs, reports, and researches records to locate health data as requested
• Maintains and utilizes a variety of health record indexes and storage and retrieval systems.
• Operates computer to process, store, and retrieve health information
• Assists in identification of medical records needed for research using both manual and computer indexes
• Logs in to Messaging-Patient Portal via EMR on a daily basis and follows up on emails, as needed.
• Trains clerical staff in medical record processing activities, as needed
• Prepares input for computerized medical information systems and for processing vital statistics, insurance, and other forms and documents
• Employees are expected to be involved with team activities and implementation of any changes to improve patient care/services. This involvement will be reflected in the employees' evaluation.
• Participates in the organization's quality improvement process
• Assists Manager in special projects, as needed.

Requirements:
Competency: To perform the job successfully, an individual should demonstrate the following competencies:
Design - Demonstrates attention to detail.
Problem Solving - Identifies and resolves problems in a timely manner; uses reason even when dealing with emotional topics.
Technical Skills - Strives to continuously build knowledge and skills.
Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
Interpersonal - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
Oral Communication - Listens and gets clarification; responds well to questions; participates in meetings.
Team Work - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed; recognizes accomplishments of other team members.
Written Communication - Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.
Diversity - Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Asks for and offers help when needed.
Judgment - Exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
Motivation - Measures self against standard of excellence.
Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.
Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience: High school diploma or general education degree (GED); and training in an accredited medical record program or minimum of one year experience in an established electronic medical record system preferred.
Language Ability: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to patients and employees of the organization.
Math Ability: Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money.
Reasoning Ability: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Computer Skills: To perform this job successfully, an individual should have knowledge of Internet software, Microsoft Outlook and Electronic Health Records.
Certificates and Licenses: Medical Assistant Preferred
Supervisory Responsibilities: This job has no supervisory responsibilities.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include Close vision. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand, walk and kneel.

Note: This description indicated in general terms the type and level of work performed and responsibilities held by the employee(s). Duties described are not to be interpreted as being all-inclusive.