MEDICAL RECORDS CLERK

SOUTHWEST MEDICAL IMAGING•Scottsdale, AZ

About The Position

The Medical Records File Room Clerk position is a service-oriented position requiring a detail-oriented person with a professional and positive attitude. Their primary responsibilities include managing and processing various patient-related activities. Such activities include but are not limited to electronic documents that arrive at the fax lines, processing scheduled online exams, radiology films, CDs, and reports. The Clerk will also be responsible for accepting incoming phone calls on various phone lines. The Clerk will work in a corroborative, team environment by establishing strong working relationships with internal SMIL departments and external customers. The Clerk will consistently demonstrate exemplary performance in-line with SMIL’s Performance Standards in Attendance, Quality, Productivity, Customer Service, Teamwork, Job Knowledge, Communication, Problem Solving, Initiative & Energy as well as adherence to Workplace Guidelines.

Requirements

High School Diploma or Equivalent.
Recognizes and performs job duties with a high degree of Accuracy.
Skilled in organizing, filing, and retrieving records (electronic and paper formats).
Effective use of reporting to keep management informed
Applies sound analytical thinking
Cooperates effectively, always willing to provide back-up and support.
Capable of sustaining a high level of concentration and focus.
Strong Communication – to convey ideas in writing, verbally, over the phone, and in person.
Ability to compose memorandums, e-mails, and letters using appropriate English and grammar
Demonstrates “World Class Customer Service”.
Adheres to HIPAA Guidelines. Maintains confidentiality.
Demonstrates a pleasant disposition, positive attitude, and possess the ability to maintain a cordial and professional approach during periods of stress.
Fosters team-based results.
Anticipates and adapts to change (e.g. policy changes, operational procedures, insurance changes, protocol changes) in a positive manner. Lead by example.
Demonstrates ability to handle multiple tasks with short timelines, prioritize and organize work in a timely and accurate manner. Knowledge of the Fuji Synapse RIS.
Dependable and Flexible.
Proficient knowledge and operation of Email, Instant Messaging, Internet & Intranet.
Skilled in operating standard office equipment to include Scanner, Copier and Fax.
Ability to accurately type 35 to 40 WPM.
Approaches teammates in a tactful manner. Writes clearly and able to read and interpret written information.
Contributes and supports to building a positive team spirit. Supports teammate efforts to succeed. Asks for and offers help when needed.
Treats people with respect and consideration regardless of their status or position. Follows policies and procedures. Demonstrate accuracy, thoroughness and follows instructions. Uses equipment and materials properly and responsibly.
Adheres to assigned work hours and scheduled breaks, consistently at work and on time.

Nice To Haves

Radiology/Medical Industry related Certification is a plus but not required.

Responsibilities

Demonstrates a commitment to “World Class Customer Service” and promotes a positive work environment.
Adheres to the SMIL Attaching Protocol by responding to Inbound Faxed Documents (orders, clinical notes, authorizations, etc.) via fax line 480-425-5033, 480-425-5035, and 480-657-3470 as well as any other documents put into the Inbox of RIS; utilizing RIS Document Worklist.
Use appropriate patient search criteria when attempting to locate patient records to attach documents.
Attach and split multiple-page and multiple-patient document faxes.
Process all orders received electronically via Synapse RIS.
Adheres to STAT Request Protocol
Provides the initial contact with patients based on the orders received from referring physicians.
Ensures that orders are contacted within 24-48 hours and follow up as needed.
Completes data entry for all online scheduling completed through SMIL’s Appointment Avenue tool.
Minimal scheduling and order entering within both Fuji Synapse RIS and the Appointment Avenue online Scheduling tool.
Responsible for setting up transportation services for patients’ future appointments, as needed.
Identifies and reports to the Department Supervisor and/or Contact Center Coordinators issues regarding Document Management and individual status activity.
Process Outside Read Imaging
Process Outside Film from other Imaging Companies
Answering large volume of phone calls to the CFR for record requests from patients, referring physicians and internal staff.
Prepare and process requests for medical records.
Review medical records for completeness, assemble records into standard order and file records in designated areas according to request.
Assemble, sign out, and deliver medical records requested by patients, referring physicians and other internal departments.
Operate computer to enter and retrieve data.
Assist other workers with all Medical Record tasks.
Scan materials or copy records to maintain patient files.
Select and package files for movement, transfer, and permanent storage.
Transfer outside films/cd’s and reports accurately into SMIL’s PACS/RIS systems.