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Compensation
$12.98/hr
TEMPORARY additional pay of $4/hr. for all hours worked.
* Salary can vary depending upon education, experience, or qualifications.
Position Summary and Responsibilities
Position Summary:
This position is essential in maintaining accurate, complete and timely medical records. This person monitors medical records for quality assurance. The person cross-trains with others in office to ensure coverage is maintained for units on all programs at all times. This position provides a variety of duties including maintaining patient forms, preparing discharge charts and opening and distributing mail and other general office duties. Participates in Natural Work Teams and/or Quality Action Teams by applying job knowledge to recommend implementation of the desired quality changes designed to support change to the Clinical Information Management department and programs and to support the agency mission and vision.
This person uses independent judgment when performing general duties and consults with supervisor as needed. Follows established procedures and guidelines when performing tasks. Special assignments are made by supervisor.
Job Responsibilities may include but are not limited to the following:
MEDICAL RECORD MAINTENANCE – PAPER CHART
- Maintains Master Files:
- ensuring filing is current and correct;
- checking for missing signatures, information, dates / times, patient’s name and case number, marking
- deficiencies, and notifying staff of corrections required;
- ensuring all filing sequences are current;
- maintaining chart storage area;
- maintaining files, making them easily accessible to appropriate staff while knowing their location at all times;
MEDICAL RECORD MAINTENANCE – PATIENT INFORMATION MODULE (PIM)
- Scans patient information into K:drive and uploads to PIM;
- Tracks Outside Medical Consultation Orders and Requests to ensure receipt of consultant’s report;
- Reviews for unsigned documents at least once weekly, notifying authors to sign or retract;
- Updates Chart History in Plexus Visible Card File;
- Reviews the file for completeness according to hospital, state, accreditation and funding agency standards and notifies staff of requirements where lacking;
- Updates Previous Hospitalization upon review of Psychosocial Assessment;
- Protects the confidentiality of the records.
QUALITY ASSURANCE
- Verifies daily census, as required;
- Reviews electronic charts weekly for incomplete records and notifies staff of corrections needed;
- Performs quality checks for correct document scanning/uploading;
- Reports all deficiencies monthly to Reports all deficiencies monthly to Data Specialist in approved format, ensuring accuracy of submission;
- Monitors progress notes according to the Joint Commission and CMS guidelines.
DISCHARGE CHART PREPARATION
- Preparation of discharge chart:
- Faxes Discharge Summaries / Discharge Instructions / Education;
- Completes Discharge Chart Log;
- Reviews for deficiencies and secures corrections;
- Reviews for correct filing order;
- Reviews for correct labeling with patient’s name and case number on each page;
- Complete Qualitative Discharge Analysis according to CIM Policy;
- Updates Previous Hospitalizations (upon discharge only);
- Enters discharge information in Medical Record Management (MRM) (Screen 5 only);
- Stores discharge chart /combines discharge chart with previous admission 30 days after discharge.
OFFICE MANAGEMENT / COMMUNICATION
- Assembles SPTP Admission Packets;
- Supplies pertinent information to authorized persons in accordance with confidentiality guidelines;
- Maintains well developed communication and interpersonal skills to establish good working relationships with co-workers;
- Ensures most current patient and administrative forms are available for unit staff use;
- Demonstrate knowledge of TJC standards, HIPAA , hospital and departmental policies/procedures.
OTHER DUTIES AS ASSIGNED
- Routes department mail, as appropriate;
- Covers fellow File Clerk duties in their absence;
- Completes special assignments upon request and when appropriate to the needs of the department and/or area;
- Shares responsibility for running the route for document destruction pick-ups;
- Covers Admission/Discharge Clerk in their absence by completing admission process according to program procedures
Qualifications
Minimum Qualifications:
- Six months of experience in general office, clerical or administrative support work. Education may be substituted for experience as determined relevant by the agency.
Preferred Qualifications:
- High School Diploma / GED and One (1) year of experience involving use of basic computer programs, keyboarding, general office practice and/or office administration.
Post-Offer, Pre-employment Requirements:
- Ability to pass a KBI background and pre-employment drug test.
Recruiter Contact Information
- Name: Mitchell Smith
- Email: mitchell.smith [at] ks.gov
- Phone: 620.285.4383
- Mailing Address: 1301 KS Hwy 264, Larned, KS 67550