Medical Records Clerk

Summary/Objective

The Medical Records Clerk is responsible for maintaining the integrity of all patient medical records, which includes prompt scanning/filing/handling/processing of all patient related documents and patient records, while maintaining patient confidentiality according to HIPAA guidelines, and NorthShore’s Information Security Policies.

Essential Functions

• Ensures that all chart requests for transfer of records are completed in a timely manner with the appropriate release of information documentation.
• Processes all medical records request by patients/staff/third parties by copying medical records for release of information while ensuring the safety and confidentiality of all records.
• Scans documentation, laboratory, radiology reports, etc. into each patient’s electronic chart within 24 hours of receipt of each document.
• Ensures that all faxes are removed from the fax machine and processed in a timely manner, then placed in a secure area or in the shred container in order to maintain patient confidentiality.
• Reports to Medical Records Manager when supplies are low in the department, to help ensure an appropriate level of supplies and other materials are maintained at all times.
• Maintains confidentiality of all current and former patient medical records in accordance with NorthShore’s Information Security policies, HIPAA confidentiality requirements, and any/all other confidentiality regulations of all other governing regulatory agencies.
• Ensures that records are sent in a timely manner, as needed, during scheduled rotating on-call shift.
• Attends mandatory staff meetings and medical records department meetings as required.

*These essential functions area summary of the primary duties and responsibilities of the position, and are not intended to be a comprehensive listing of all duties and responsibilities.  The position will include other duties as assigned and duties are subject to change at management's discretion.

Competencies

• Planning and strategic foresight
• Responsible Decision Making
• Integrity and accountability
• Innovation and creativity
• Adaptive and flexible
• Leadership, teamwork, and conflict resolution
• Professionalism and work ethic
• Empathy

Work Environment

Work is performed in an office environment. Involves frequent personal and telephone contact with patients, physicians, and other healthcare personnel. Work may be stressful at times. Interaction with others is constant and interruptive.

Travel

Travel outside of Northshore locations will be rare for this position.

Role Qualifications

• Must be at least 18 years of age
• Must have reliable transportation
• Digital literacy
• Bi-lingual preferred
   

Preferred Experience Requirements

One year of experience working within a healthcare setting.

Minimum Education Requirements

High school diploma or the equivalent

Preferred Education Requirement

Bachelor’s degree in business, or healthcare related studies

Required Skills

• Ability to analyze situations and solve problems at strategic and tactical levels
• Excellent interpersonal and customer service skills
• Ability to comprehend, interpret, and apply the appropriate sections of applicable laws, guidelines, regulations, ordinances, and policies
• Ability to acquire a thorough understanding of the organization's hierarchy, jobs, qualifications, compensation practices, and the administrative practices related to those factors
• Practiced at organization and planning
• Employ Critical thinking and problem solving
• Maintains composure and operates with emotional intelligence
• Ethical reasoning and decision-making
• Strong attention to detail
• Receptive and responsive to feedback
• Excellent verbal and written communication skills
• Time management, prioritization, and sense of urgency
• Proficient with Microsoft Office Suite or related software
   

Physical Requirements

While performing the duties of this job, the employee may be required to sit and/or stand for prolonged periods, work longer than eight (8) hour shifts, and to work both day/evening/weekend shifts.  Work may include hand dexterity as well as the need to reach, climb, balance, stoop, kneel, crouch, talk, and hear.  The employee must occasionally lift and/or move up to 50 lbs.  While performing the responsibilities of the job, the employee is required to talk and hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the job.