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Job Description
Maintains all Medical Record Documents in the right location on time, and attaches documents appropriately to the Electronic Medical Record (EMR) and patient binders. Tracks the location of records and documents that are delivered to clinical units. Delivers and collects records and documents to/from various locations throughout the facility; arranges deliveries to Satellite Clinics. Provide collection and delivery services for Science Park. Uploading of external CDs to the EMR. Coordination of off-site records.
Responsibilities:
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.
Qualifications & Experience:
- High School Diploma
- 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.
