HIM Clerk

Description

Position Summary:

Provides assistance with a variety of clerical duties within the department including data entry, mail distribution, copying, alphabetic and numeric sorting, retrieving of documents and charts, chart pick-up, and other general clerical tasks. Work assignments vary based on workload demands and shift assignment. Ability to use a wide variety of office equipment including copy and fax machines, telephone, and PCs. Computer knowledge and skills for general data entry, e-mail, Microsoft Windows, Microsoft Word, and Excel. Locates medical records upon user requests with the specified time frames. This may include pulling old documents that were in storage so they may be musty or dusty. Uses hospital specific software to determine record locations. Deduces potential locations of records in expected locations.  

Ability to interact with patients and customers in a professional manner. Prior office and data entry experience preferred. Good data entry skills. Accuracy in number and name recognition. Ability to type of a minimum of 20 wpm. Ten key training or experience preferred. Must be adaptable and flexible in moving between various functions based on workload demand. Ability to sit and work for longer periods of time. Must meet deadlines and production demands. Must push a cart throughout the facility.  

Individual will work extensively with protected health information and is required to adhere to HIPAA privacy and security regulations and policies related to same. 

When students are providing patient care, treatment, and/or services as a part of their training, any/all employees may be asked to supervise the students. 

Requirements

Education/Experience:

High school graduate or equivalent. Prior office and data entry experience preferred. Ability to type of a minimum of 20 wpm. Ten key training or experience preferred.

Required Credentials (Licensure, Certification, or Registration):

None required.

Employment Variables:

Work hours include day, evening, and night shifts, weekends and occasional holidays.  

Initial Tuberculosis (TB) test and drug screening is required by Winner Regional Health. Rubella titer will also be drawn upon hire and immunization is required if no past exposure or indication of immunization.  

Required to wear name tag provided by WRH and to follow the dress code of WRH.  

Direct Supervisor:

Director of Medical Records

PART II: CODE OF CONDUCT

Honesty We will do the right thing at all times, even if it is difficult, maintaining strong, ethical practices. We protect the confidentiality of others, including patients, staff and the facility as a whole. We will take responsibility for our actions.

Expertise We will demonstrate superior judgment, training and skill, at all times, demonstrating professionalism while doing so. We will perform all aspects of our job to the best of our ability, utilizing all resources and tools available.

Approachability We will be non-judgmental, friendly, and open and willing to listen to everyone we come into contact with while performing our duties. We are humble and learn from others.

Respect We will be understanding and sensitive to others’ feelings; caring and responding in a manner that sets them at ease, keeping the situation in perspective without minimizing others’ feelings or reactions. We will listen to others with full attention in a sincere, civil fashion, being careful not to be judgmental of the speaker. We maintain composure when facing conflict and avoid jumping to conclusions and defaming another’s name.

Teamwork We willingly work together with a common approach, trusting and supporting members of our organization, using our skills and resources, sharing information to achieve a common aim.

PART III: ESSENTIAL FUNCTIONS

Essential functions are critical or fundamental to the performance of the job. They are the major functions for which the person in the job is held accountable. Following are the essential functions of the job, along with the corresponding performance standards.

Function Explanation

Courage

The strength to persevere, use our voices and take action. Core behaviors

• Places the patient first
• Stands up for what is right, does the right thing and challenges status quo
• Takes risks to advance knowledge and practice for the betterment of care for patients
• Addresses and resolves difficult challenges
• Embraces reality and perseveres amidst setbacks 

Passion

The enthusiasm for patients and work commitment to the organization Core behaviors

• Shows an unwavering commitment to patients and strong commitment to the organization
• Exhibits a positive, can do attitude
• Energetically initiates and accomplishes work
• Sets and maintains high performance standards
• Demonstrates care and stewardship for the communities and people we serve

Resolve

The adherence to the systems that align actions to excellence, efficiency and purpose Core behaviors

• Pursues excellence and flawless execution through the avoidance of errors and inaccuracies
• Creates and adheres to system rational standards to increase consistency and efficiency, and decrease variability
• Adheres to procedure for the protection of those in our care
• Follows rigorous methodology in practice and research
• Holds self and others accountable

Advancement

The pursuit of individual and organizational growth and development Core behaviors

• Seeks opportunities to advance individual development and organizational growth
• Advances the practice of medicine and discipline of research
• Advances integrated healthcare
• Determines individual and organizational strengths and weaknesses and plans and develops accordingly
• Strives for organizational perfection through continuous individual and organizational improvement
• Supports the development of others by delegating, coaching and mentoring
• Teaches because we have been taught
• Creates sustainable success through talent planning, and initiating and leading own development

Family

The connection and commitment we have to each other through it all Core behaviors

• Fully supports and demonstrates the mission, vision and values both individually and organizationally
• Shows commitment to each other through communication, dialogue, collaboration and inclusion
• Sticks together through conflict, confrontation, mistakes and learning opportunities
• Builds relationships based on trust and respect through honesty, integrity, openness and fulfilling commitments
• Leverages differences in thought while promoting team and organizational decisions
• Serves the organization and its employees

Clerical duties

Distributes and attaches loose reports to the appropriate location. Retrieves inpatient and outpatient records from patient care areas for processing. Copies medical record or portions thereof accurately for Release of Information staff. Accurately records payments for copies in the Release of Information system. Sorts and distributes daily lab reports to the correct medical record. Files and boxes fetal monitor strips by date and alphabetical divisions. Prepared outpatient records for Imaging Center.

Operates required equipment including computer hardware and software effectively and proficiently

Demonstrates the ability to perform general PC functions and navigate within Microsoft Windows. Demonstrates ability to perform inquiry and maintenance functions in the hospital information system. Navigates appropriately and efficiently through software applications as required to perform job duties. Secures necessary technical assistance with hardware and software problems from Information Technology and/or HIM managers by concisely articulating the nature of the problem. Performs appropriately in computer downtime situations.

Change Management Initiates and/or manages the change process and energizes it on an ongoing basis by taking steps to remove barriers or accelerate its pace.

PART IV: COMPLIANCE

Compliance Must comply with the Corporate Compliance Policy and all laws, rules, regulations and standards of conduct relating to the position. The employee has a duty to report any suspected violations of the law or the standards of conduct to the Compliance Officer or the Chief Executive Officer.

PART V: PHYSICAL AND MENTAL REQUIREMENTS

General Activity

In a regular workday, employee may:

• Sit 4
• Hours at a time; up to 4-6
• Hours during the day
• Stand 4
• Hours at a time; up to 3
• Hours during the day
• Walk .5
• Hours at a time; up to 2
• Hours during the day

Motion

Employee is required: (In terms of a regular workday, "Occasionally" equals 1% to 33%, "Frequently" 34% to 66%, "Continuously", greater than 67%.)

• Bend/Stoop Frequently
• Kneel, Duration 30 sec Frequently
• Squat Occasionally
• Balance Frequently
• Crawl, Distance Occasionally
• Twist Frequently
• Climb, Height Occasionally
• Keyboarding/Mousing Continuously
• Reach above shoulder level Frequently
• Other:
• Stapling, pulling staples, pulling and refilling files
• Not at all

Physical Demand

Employee’s job requires he/she carry and lift loads from the floor, from 12 inches from the floor, to shoulder height and overhead. Employee’s job requires a pushing/pulling force to move a load (not the weight of the load).

Physical Demand Classification: Carrying/lifting weight and pushing/pulling force:

• Light
• Occasionally 20 lbs. 
• Frequently 10 lbs.
• Constantly Negligible

Sensory Requirements:

 Yes/No Explanation (if Yes)

• Speech Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. Yes
• Ability to exchange information with physicians and other customers in person or via telephone. Must be able to provide information accurately and quickly in a manner which can be well heard.  
• Vision (VDT) Are there specific vision requirements for the job? Yes
• Must be able to discern small print/numbers on computer screens and handwriting in the medical record.
• Hearing Ability to receive detailed information through oral communications, and to make fine discriminations in sound; i.e., making fine adjustments on machine parts, using a telephone, taking blood pressures. Yes
• Must be able to answer phone and hear customer requests in person or via phone.
• Smell No     
• Taste No

Environmental Factors

Yes/No Explanation (if Yes)

• Working on unprotected heights No
• Being around moving machinery No     
• Exposure to marked changes in temperature and humidity No     
• Driving automotive equipment No     
• Wearing personal protective equipment No     
• Exposure to atmospheric conditions (i.e. fumes, dust, odors, mists, gases, or poor ventilation) No    
• Exposure to extreme noise or vibration No     
• Exposure to blood, body fluids and waste No     
• Exposure to radiation No    
• Exposure to other hazards (i.e. mechanical, electrical, burns, or explosives) No

Emotional/Psychological Factors

Yes/No Explanation (if Yes)

• Stress: Exposed to stressful situations Yes
• Physician/patient and other customer demands. Fluctuations in staffing and workload.
• Concentration: Must be able to concentrate on work tasks amidst distractions. Yes
• Multi-task clerical environment with many unexpected interruptions. Must be able to perform different tasks on demand. May experience many distractions.
• Must exert self-control. Yes
• Must be able to communicate courteously and act in a controlled manner to deal with a variety of work situations.

PART VI: JOB RELATIONSHIPS

Supervises

1 No supervisory responsibilities

0 Supervisory responsibility

# Direct Reports:       

# Indirect Reports:       

Age of Patient Populations Served 0 Neonates: 1-30 days

0 Infant: 30 days - 1 yr

0 Children: 1- 12 yrs 

0 Adolescents: 13- 18 yrs

0 Adults: 19- 70 yrs

0 Geriatrics: 70 yrs

1 All

0 Not applicable

Internal Contacts 

1 Patients

1 Providers: (i.e. Physicians, Therapists, Social Workers)

1 Staff: (i.e. clinical and administrative support staff)

1 Volunteers

0 Others:       

External Contacts

1 Patients

1 Families/Significant Others

1 Providers

1 Vendors

1 Community and Health Agencies

1 Regulatory agencies

0 Other: