Job Summary

The Medical Records Officer will create new medical records and retrieve existing medical records by gathering appropriate record folders and contents, assigning, and recording new record numbers, verifying existing record numbers, inputting, and recording locations to computer, and delivering records. 

Job Responsibilities 1

Gathers patient information by collecting demographic information from a variety of sources, interacting with registration areas and physicians’ offices, and retrieving information from automated printer. 

Retrieves medical records by following chart-out procedures and documents reasons charts cannot be retrieved for statistical and follow-up purposes. 

Delivers charts to assigned areas of the hospital by following established routing procedures. 

Assists in the tracking and organization of medical records i.e., ensures and maintains medical records storage and archiving. 

Arranges transfer of documents when required to respective clinics or patients. 

Provides administrative support for the Medical Records Management. 

Collates all aspects of medical report and checks if report is complete. 

Maintains continuity of work operations by documenting and communicating actions, irregularities, and continuing needs. 

Ensures accuracy and privacy are maintained in report management and when sending it out to clients. 

Prepares Health Screening Reports for review appointments or upon patient requests. 

Liaises with other departments for results and reports and follow-ups of pending cases to be expedited. 

Keeps health care providers informed by communicating availability or unavailability of the record. 

Maintains quality results by following Hospital’s standards. 

Job Responsibilities 2

Maintains patient confidence by keeping patient records information confidential. 

Serves and protects the Hospital community by adhering to professional standards, Hospital policies and procedures, such as JCI accreditation standards. 

Adheres to the policies, procedures, standards protocols in the organization specifically the ones related Release of protected health information. 

Trains Hospital staff on principles of confidentiality and privacy of protected health information and the different policies related to management of health information. 

Trains clinical staff on the importance of accuracy and completeness of medical records. 

Generates reports from the system related to the completeness of medical records. 

Trains physicians in the insurance and coding. 

Performs other assignments as may be required by the Medical Records Manager. 

Additional Responsibilities 3

Job Knowledge & Skills

Proficiency with EHR, Microsoft Office and speech recognition software. 

Knowledge of medical terminology.  

Knowledge of medical transcription guidelines and practices. 

Ability to sort, check, count, and verify numbers.  

Ability to operate designated word processing, dictation, transcription equipment, and other equipment as specified.  

Ability to work under pressure with time constraints.  

Strong critical thinking skills. 

Ability to work and thrive in pressure situations. 

Punctual and reliable disposition. 

Superb listening and time management skills.  

Job Experience

Minimum 5 years of experience in the same field (required).

Previous experience in a hospital or other health care setting.

Minimum 1 year in GCC (preferred).

Competencies

Education