Job Description

University of Utah Job Description

Job Summary

Delivers, retrieves, files, and maintains a high volume of patient records including filing loose sheets and maintaining morgue records. The incumbent conducts all morgue management duties and may prepare death certificates. The incumbent coordinates and tracks the release of Health Information records to authorized requestors which include physicians, nurses, insurance companies, etc.

Qualifications

One year of clerical experience in a health care setting plus six months of medical records experience or equivalency (one year of education can be substituted for two years of related work experience); computer literacy; successful completion of a medical terminology course or completion of a medical terminology course within six months of hire; and demonstrated human relation and effective communication skills required.

Additional medical experience and completion of college course work in science and/or physiology is preferred.

This position is patient-sensitive and must fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of work. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Essential Functions

1. Maintains departmental records using a complex computerized filing system to retrieve files, locate missing records, file new and updated information, merge duplicate records, abstract charts, and purge old records.
2. Responds to staff requests for patient records by retrieving, copying and delivering medical files and microfilm records.
3. Assists physicians with completion of medical record deficiencies which must be resolved within 30 days of patient discharge to ensure compliance with DNV and state regulations.
4. Oversees the placement of bodies in the morgue; notifies and releases bodies to a mortician; compiles death certificate information; and arranges with mortuaries for transfer of the deceased.
5. Performs chart constructions and uses the department’s computer system to compile, monitor and file legal documents pertaining to patient births, deaths and other medical information.
6. Updates name changes and medical record numbers in the hospital computer system.
7. Issues medical record numbers as needed.
8. Delivers and retrieves incomplete charts.
9. Expedites the completion of Medicaid outliers.
10. Assists the department by answering questions, answering phones, and performing other duties as assigned.

Problem Solving

If the incumbent is given lead worker duties, he/she has the authority to direct the work of Technicians and other department personnel. The incumbent is required to complete and send birth certificates to the state within 7 days of the birth. Death certificates are required to be completed and sent to the state and the body released within 72 hours.

Challenges encountered by the incumbent include tracking and maintaining a high volume of confidential patient records with numerous updates. The incumbent is responsible for locating and delivering charts and other medical records to various departments and hospital staff; and must perform these functions with a high level of accuracy and in a timely manner.

The incumbent is responsible for accurately entering patient information and ensuring that patient accounts are properly billed. This position has the potential to have a significant impact on reimbursement practices; and accounts for over $100,000 in revenue genrated from release of patient information.

Comments

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking. 

Seldom: Bending, reaching overhead.

The staff member must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit.  The individual must demonstrate knowledge of the principles of life span growth and development and the ability to assess data regarding the patient's status and provide care as described in the department's policies and procedures manual.