Job Description

Position Summary: The File Clerk is responsible for providing records maintenance support to the Health Information Management (HIM) Department as directed by the Manager of HIM. The File Clerk is also responsible for ensuring that all Release of Information (ROI) requests are processed in a timely and accurate manner under the direction of and with approval from the Manager of HIM. Additional Responsibilities also include: managing files; processing correspondence; relaying phone messages; and other clerical support tasks.

Essential Responsibilities

1. Track received data, source documents, and records filed or removed, using logbooks or computerized systems. Confirming accuracy of data and contact sources of information, as necessary, to resolve questions, inconsistencies, or missing data.
2. Prepares folders and maintains consumer records by assembling records into standard order, adding new materials to file records, and/or create new records as necessary.
3. Evaluates and access requests and supporting documentation for validity and completeness according to state and federal laws and guidelines policies for release of information; if encountered, informs the requestor(s) of any invalid requests.
4. Maintains a full understanding of state and federal laws/regulations regarding release of information.
5. Receives and processes requests for medical information/medical records, including those for statistical, research, patient care, utilization, and continuous quality improvement purposes, in a timely and accurate manner. Finding and retrieving information from files in response to requests from authorized users.
6. Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements.
7. Enter document identification codes into identified systems in order to assign and determine locations of documents for future retrieval.
8. Place materials into storage receptacles, such as file cabinets, boxes, bins, drawers, or on shelves according to classification and identification information.
9. Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
10. Analyzes documentation for deficiencies while retrieving and prepping medical records, analyzing/scanning medical records, and/or providing assistance in other areas of the department as needed.
11. Maintain confidentiality at all times, including adherence to HIPPA, 42 CFR Part 2, HIV laws, and other applicable rules/regulations.
12. Comply with all agency, departmental and/or regulatory policies and procedures.
13. Perform other duties as required or assigned.

Qualifications

 High School diploma or equivalency. Previous clerical / secretarial experience and working knowledge of Microsoft Office is preferred. Ability to utilize a computer, fax and phone required.