Medical Records Clerk IV

The Medical Records Clerk IV indexes medical records and uploads them to the electronic health record (EHR) and/or performs qualitative analysis of medical records. Provides education to other HIM staff related to prep, scan and index functions. Assists with completion of birth certificates. Runs weekly reports on delinquent medical records.

Communicates with providers and specific hospital staff regarding records to be completed and suspension status of providers.

Essential Duties

& Responsibilities:

• Performs qualitative analysis of medical records.
• Indexes medical records in EHR and verifies the following: o each scanned page is present o each page is clearly legible o each page is rotated correctly o each document is associated to the appropriate document type
• Monitors inventory of department supplies and creates orders in requisition system for supplies as needed.
• Boxes charts that have been indexed and labels boxes appropriately.
• Contacts records storage facility for box pick-up as needed.
• Provides educational feedback to prep, scan and index staff.
• Trains new HIM staff on prep, scan and index functions.
• Prepares records for scanning by doing the following: o verifies all pages belong to the patient whose record is being prepped o ensures each page has patient identifiers o removes all staples o straightens folded page edges
• Runs weekly reports to identify delinquent records and specific providers who have delinquent records.
• Provides reminders about record completion to providers via their preferred method (text, call, email, etc.).
• Sends out weekly letters (per the Medical Staff ‘Delinquent Chart Procedure’) to providers regarding delinquent chart/suspension status
• Sends out weekly emails with list of providers on suspension, and updates emails as providers are removed from suspension
• Monitors daily completion of operative reports and contacts any providers with missing operative reports.
• Scans records into the EHR.
• Answers phone calls and assist callers in obtaining requested information.
• Performs basic release of information functions.
• Greets customers who walk into the department.
• Assists with completion of birth certificates and paternity documentation.

Education

High School Diploma Required Additional Experience Preferred 2 years of experience performing qualitative analysis of medical records Basic computer skills and knowledge of Microsoft Word and Excel