Description

The Medical Records Clerk will provide clerical support for the administration of medical records by organizing files and prepare documents for disposition for Occupational Medical Services at the Hanford environmental restoration site. 

Requirements

 POSITION RESPONSIBILITIES: 

• Responds to all voicemail and email messages within 24 hours.
• Maintains confidentiality and security of medical information and records.
• Function as back up and assist receptionist as needed.
• Participate in health promotion and wellness programming as directed by the Project Manager/Clinic Director
• Follow up to establish timely completion of assigned actions.
• Perform data entry to maintain accurate logs and documentation tracking.
• Operate standard office equipment and automated office systems.
• Collect and organize documents for indexing, shredding, and digitization.
• Receive and process requests for the release of medical information within applicable regulatory timeframes.
• Maintain and utilize a variety of health record indexing, storage, and retrieval systems; operate standard equipment such as computer, microfilm machines, scanners, and copiers to process, store, and retrieve health information and medical records.
• Prepare materials and records for scheduled examinations.
• Verify appropriate examination procedures through the clinic EMR system.
• Review medical records for completeness and update the EMR as needed.
• Retrieve, track, locate, file, and maintain medical charts.
• Maintain charts in accurate alphabetical filing order.
• Scan letters, reports, and related materials in accordance with established procedures.
• Answer telephone calls and respond to requests as needed.
• Perform end-of-business-day administrative functions.
• Ensure the confidentiality and security of protected health information.
• Establish and maintain effective working relationships with employees, clients, and contractors.
• Adhere to and promote acceptable health and safety practices.
• Comply with all company policies and procedures.
• Perform other related duties as assigned.

ESSENTIAL SKILLS & EXPERIENCE: To perform this job successfully, an individual must have the minimum educational credentials from an accredited school, college or university and be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required.

• High School Diploma/GED.
• Proficiency with complex databases such as Integrated Document Management System (IDMS), planning and/or scheduling software, and Microsoft Windows.
• Minimum six months of experience in office environment and years of recent experience in a similar position wherein responsibilities entailed.
• Proficiency in communicating effectively with patients, co-workers, the Hanford community, and other clients, using various methods to communicate (in person, telephone, facsimile, email, telecommunications devices for the deaf [TDD]).
• Capable of seeing and hearing adequately to perform essential functions.
• Ability to write routine reports and correspondence.
• Ability to read, analyze, and interpret communications and documents.
• Flexibility and adaptability, with the ability to adjust priorities and taken on unexpected or unplanned assignments as needed.
• Proven administrative capabilities, including the ability to manage multiple tasks simultaneously while maintaining a high degree of accuracy and attention to detail.

DESIRED SKILLS & EXPERIENCE: The following skills or experience are highly valued but not required to perform the essential functions of this position.

• Preferred 2 years of experience administrative field.
• Experience working with Government Systems.
• Experience in an occupational health services organization.

TYPICAL PHYSICAL DEMANDS & WORK ENVIRONMENT: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands:

• General office environment and may require minor lifting and bending.
• Complies with all Company safety policies and site-specific safety procedures. 
• Participates in and supports the Hanford safety program. Ensures safe operating conditions within area of responsibility. Identifies potential hazards, concerns, and safety incidents and reports to supervisory personnel.

Note: This position is subject to approval.