Medical Records Clerk

KEY FUNCTION: 

Manage patient medical records including preparing, scanning, organizing, storing, archiving, retrieving and destroying patient health records.

REPORTING: 

Under the general direction of the Supervisor, Health Information Services.

DUTIES:

1. Prepare charts for scanning from various departments (i.e. Inpatient Units, Surgical day, Ambulatory Care etc.).  
2. Ensure proper indexing of scanned documentation to a Form ID to ensure proper filing in the Electronic Medical Record (EMR) and ELR (Electronic Legal Record).
3. Troubleshoot unidentified documentation to ensure proper placement into the EMR/ELR and request new Form ID as required.
4. Conduct quality review on all charts prepped for scanning to ensure integrity of the record (e.g., correct patient and account) to avoid breach of privacy and negative impact to patient care.
5. Track all charts electronically in Expanse to correct location.
6. Process charts for archiving and destruction per policy and legislative requirements and update Master Patient Index (MPI).
7. Process deceased charts in Mosaiq, Client Server and Expanse to ensure updated patient records.
8. Update Mosaiq provider dictionary (e.g., physicians and pharmacies).
9. Pull and file charts from on-site and off-site storage locations as required.
10. Prioritize and process requests for information from Circle of Care providers as per Personal Health Information Privacy Act (PHIPA) requirements.
11. Log Circle of Care requests in RoI (Release of Information) Desktop.
12. Answer phone and electronic inquiries/requests for charts as required.
13. Sort, verify, prep and scan loose filing (e.g. external or late entry documentation).
14. Conduct weekly missing dictation audits, monthly missing chart audits and process incomplete record entries into Expanse.
15. Process Oncology referral letters, document in Mosaiq and prepare chart summaries to avoid delays in follow-up care.
16. Complete microfilm digitization and destruction in accordance with relevant policy and legislation.
17. Process echart requests in Expanse.
18. Complete weekly review of scanning desktop in Expanse to avoid unattached personal health information.
19. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
20. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
21. Participate in hospital training as required.
22. Assist with improvement initiatives as required.
23. Perform other duties as required. 

QUALIFICATIONS

EDUCATION AND TRAINING: 

1. Minimum of a one (1) year Diploma in Medical Office Administration or equivalent education in related field, from an accredited college.
2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE: 

1. Minimum of three (3) months of recent and relevant experience.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated knowledge and proficiency of Medical Terminology.
2. Demonstrated knowledge of patient registration process.
3. Demonstrated knowledge of the flow of patient information in a hospital environment.
4. Demonstrated proficiency in data entry.
5. Demonstrated excellent judgement and proven analytical skills.
6. Demonstrated computer skills with advanced proficiency in Microsoft Office software (e.g. Word, Excel, and Outlook) and applicable patient information systems.
7. Demonstrated ability to effectively interact and communicate with patients, families, and healthcare workers. 
8. Demonstrated interpersonal and communication skills.
9. Ability to prioritize tasks. 
10. Demonstrated compliance with HSN’s privacy policy.
11. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY: 

1. Proven ability to work independently and in a team environment.
2. Demonstrated commitment to ongoing professional development.
3. Demonstrated professionalism in dealing with confidential and sensitive issues.
4. Demonstrated positive work record and good attendance record.
5. Ability to meet the physical and sensory demands of the job.

Processus de sélection :  Les candidates et les candidats à ce poste seront sélectionnés en fonction de leurs aptitudes, de leurs capacités, de leur expérience et de leurs compétences indiquées dans le curriculum vitæ ou le formulaire de demande dûment rempli. L’hôpital se réserve le droit de mener une entrevue officielle au besoin. Cette annonce concerne un poste vacant. 
 
Horizon Santé-Nord s’engage à offrir des mesures d’adaptation aux candidates et candidats en situation de handicap afin de favoriser leur participation aux étapes du recrutement, de l’évaluation, de la sélection et de l’embauche.

HSN REMERCIE TOUTES LES PERSONNES POSANT LEUR CANDIDATURE.
CEPENDANT, NOUS COMMUNIQUERONS UNIQUEMENT AVEC CELLES RETENUES POUR UNE ENTREVUE.

NOUS N’ACCEPTERONS PAS DE DEMANDES APRÈS LA DATE ET L’HEURE DE CLÔTURE.