Health Info Management Clerk III - USA Health

USA Health is Transforming Medicine along the Gulf Coast to care for the unique needs of our community. 

USA Health is changing how medical care, education and research impact the health of people who live in Mobile and the surrounding area. Our team of doctors, advanced care providers, nurses, therapists and researchers provide the region's most advanced medicine at multiple facilities, campuses, clinics and classrooms. We offer patients convenient access to innovative treatments and advancements that improve the health and overall wellbeing of our community.

Responsible for Health Information Management (HIM) clerical functions to include: accounting for, assembling, analyzing, completing, releasing, filing and retrieving records; completing death certificates; working weekend rotations; answering telephone calls; sending standard letters to medical staff about incomplete records; delivering records to the Emergency Room; preparing records for mircofilm/scanning; requires minimal supervision to safely perform patient care/ essential functions; utilizes proper body mechanics when moving equipment/supplies/records that are necessary to perform essential functions; maintains a clean work environment; utilizes and accesses the Hospital Information System (Cerner), EDM, Sorian Clinicals, PrintThem, Vincari and MD Network; informs supervisor when supplies are low; accounts for all records by checking the appropriate daily work lists; contacts floors/units from which charts are not received; follows up daily with supervisor regarding those charts not received within 72 hours of discharge; assists physicians, business office and other medical records requestors by pulling charts, answering questions and performing follow-up chart completion requirements; assembles and indexes and/or analyzes at least seven inpatient or ten outpatient surgeries/observations or forty emergency room records per hour according to uniform chart within five days of discharge; verifies that each page of the medical record contains the correct addressograph and medical record number information for that patient; processes all incoming loose reports; maintains a neat and orderly method for storing loose reports until they can be posted on the records at a minimum of thirty loose reports per hour; performs re-analysis duties as needed, at a minimum of fifteen inpatient or twenty outpatient surgeries/observations or thirty emergency room records per hour; maintains and provides the upkeep of the Uniform Chart Order Folder and notifies supervisor when new forms are identified; applies departmental, hospital and other regulatory agency guidelines when determining what constitutes a complete medical records; identifies physician status in order to properly assign physician completion responsibilities; performs daily/weekly review of Cerner and EDM reports to identify and concentrate on physicians with incomplete/delinquent medical records; effectively communicates with medical staff and their designees regarding medical record completion requests in the form of weekly letters, emails, text pages, face-to-face encounters, etc.; assists physicians and providers with medical record completion activities; takes clear, concise phone messages and notates the name of the caller, date and time of call, location of the caller, caller’s telephone and fax number and the information being requested; answers all incoming calls by the third ring in a polite and courteous manner; receives all calls, faxes and visitors into the department during the evening shift; monitors the printer and fax machine for medical requests as needed; assists with the maintenance of complete and incomplete file areas, including periodic file shifting to accommodate space needs; properly out-guides and in-guides all records to track and maintain record locations; retrieves and delivers medical records requested for patient care; retrieves medical records and/or works with supervisor in generating reports for all research requests following established procedures; files all records and microfilm in archives within 48 hours and assists persons needing records from the archives area; assists in boxing records for offsite storage and scanning; knows how to correct medical record number errors; responsible for covering deaths on evenings and weekends, following established procedures; assists persons seeking medical record information by having requestors fill out the appropriate forms and relays instructions regarding the procedure for obtaining medical  records to include proper identification and costs; knows how to identify a HIPAA compliant authorization for release of information and knows when an authorization for release of personal health information is needed; communicates using appropriate customer relation skills with physicians, patients, families and health care team in person and via telephone; responds to overhead pages; informs/relays information to incoming shifts regarding any unfinished request/duties; maintains accurate and complete records; identifies and posts all forms and reports in the correct chart order; completes daily departmental routing slips; maintains accurate logbooks; updates Cerner and EDM information as needed; removes specified forms/reports from the medical records, as appropriate, for reviewers/requestors; verifies information sent via fax machine was done so without error by reviewing the fax log; accepts and completes all duties positively and without conflict; cooperates, helps others and improves the performance of the unit; completes all mandatory unit, educational and hospital requirements; utilizes cost effective practices in performing all aspects of the jobs; adheres to current Infection Control and Safety Standards; abides by and enforces all compliance requirements and policies and performs these responsibilities in an ethical manner consistent with the organization’s values; adheres to hospital policies including confidentiality; assists with orientation of new employees as assigned; regular and prompt attendance; ability to work schedule as defined and overtime as required; related duties as required. 

High school diploma or equivalent and three years of general clerical experience, two years of which were in medical records.