HomeMy WebLinkAboutMedical Records Clerk/Data System Specialist
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JEFFERSON COUNTY
Job Description
Medical Records Clerk/Data System Specialist
Health and Human Services
Office Manager
NO
UFCW 1001
NO
Grade 22
8:30 a.m. to 4:30 p.m.
Health & Human Services Depart nt - Castle Hill Mall
Human Resource Manager
Jf- d.-7- 93
SUMMARY
Performs various computerized medical records activities, maintains medical records
and performs various administrative and associated support functions by performing
the following duties.
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ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other
duties may be assigned.
Maintains public health information, billing and records management database
software system, whether existing or newly acquired software. Inputs all database
system program parameters, schedule rules, department system policy, and
opens/closes clinics.
Provides management with periodic reports, using Client Database Assessment
System.
Sets up and maintains appointment schedule calendar in database program.
Schedules appointments including assigning times per provider, identifying type of
appointment required, finding appropriate time slot. Cross trains other medical records
personnel in this function.
Performs data entry for immunization records on cards and converts and inputs into
database program. Reminds clients of additional immunizations as necessary.
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Tracks product lot numbers, quantities and supply levels in database to ensure product
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recall capability.
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Maintains chart records, inserting diagnosis, provider notes, records data from different
facilities, prescriptions, recalls, places in appropriate location in chart for easy
reference, and preparation for clinics. Performs data entry of pertinent client data in
database for individual and demographic tracking.
Monitors daily operation of medical records and other database systems for
department, including system maintenance to adapt to on-going changes required in
billing, diagnosis, and tracking. Provides training to other employees on use of system,
troubleshoots system problems, interfaces with vendor, and recommends system
upgrades.
Performs data entry for client check-in and checkout database with all information
pertinent to visit including charges. Collects payments due. Cross trains other medical
records personnel in this function.
Identifies, monitors, and performs medical supply ordering. Shops for best prices,
availability and shipping methods. Monitors supply/method stack and replenishes as
necessary .
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Defines format or uses predefined formats for generating and producing monthly,
quarterly, yearly and ad hoc CVR reports for Family Planning, Sexually Transmitted
Diseases, Immunization, and CASA from Client Assessment System.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities, however, program responsibilities can
include assisting the Office Manager with training, planning, assigning and directing
the data processing work of other Medical Records Clerk positions. Person in this
position are expected to plan their own work within a structured environment and may
edit work of co-workers.
QUALIFICATIONS To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The requirements listed below are
representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
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EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); and four (4) years of
progressively responsible experience and/or training in medical record keeping;
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advanced computer experience and/or training with database technology; or
equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and
maintenance instructions, and computer procedure manuals. Ability to write
routine reports and correspondence. Ability to speak effectively before groups
of customers or employees of organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole
numbers, common fractions, and decimals. Ability to compute rate, ratio, and
percent and to draw and interpret graphs.
REASONING ABILITY
Ability to understand moderately complex instructions furnished in written, oral
or diagram form. Ability to deal with problems involving several concrete
variables in non-standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS
"... Valid Washington State Driver's License
OTHER SKILLS AND ABILITIES
Advanced knowledge of computers and skill in the use of spreadsheet, database, word
processing, and other software applications used in the operation of the department.
Advanced knowledge of Microsoft database system requirements, database
maintenance requirements, programming skills and database modeling.
Ability to analyze database reporting structures, including setting and defining scopes
for reporting and extracting usable data.
Ability to organize, evaluate and present information.
Knowledge of medical terminology, legal requirements for medical records,
immunization requirements, vaccines required and administered, medical supplies
required for different procedures, and chart requirements.
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Understands the need for maintaining confidentiality of sensitive information and has
knowledge of the regulations regarding the release of medical records.
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PHYSICAL DEMANDS The physical demands described here are representative of
those that must be met by an employee to successfully perform the essential functions
of this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required, sit, talk or
hear. The employee frequently is required to use hands to finger, handle or feel
objects, tools or controls and to reach with hands and arms. The employee is
occasionally required stand, and walk.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision
abilities required by this job include close vision, color vision, and ability to adjust
focus.
WORK ENVIRONMENT The work environment characteristics described here are
representative of those an employee encounters while performing the essential
functions of this job. Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential functions.
,... The noise level in the work environment is usually moderate.
CAREER LADDER
This position is not part of a career ladder.
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