Medical file clerk job description

This post includes 3 parts: duties list, job qualification and job description writing tips for Medical file clerk in details. A complete job description concludes Medical file clerk key duties/responsibilities, Medical file clerk job qualifications (knowledge, education, skills, abilities, experience…KSA model) and other ones such as daily tasks, key activities, key/core competencies, job functions/purpose…

I. List of Medical file clerk duties:

1. Retrieves discharged medical records from various nursing units and ancillary departments
2. Assists in reconciling retrieved medical records against patient discharge listings to ensure receipt of all records
3. Routes loose reports and/or late documentation to document imaging staff for scanning
4. Retrieves and re-files paper hospital records for multiple customers
5. Requests, and returns, paper records from off-site storage as applicable
6. Retrieves and prints medical records from microfilm (as applicable)
7. Coordinates ROI requests with HSC ROI staff for facility housed records as needed
8. Opens HIM mail and routes medical record requests to document scanning for immediate scanning
9. Photocopies paper medical records as directed by the ROI staff
10. Maintains or exceeds established productivity standards while achieving or exceeding established requirements for accuracy
11. Assists in maintaining all equipment and supplies required in the provision of services in optimum operational status
12. Practice and adhere to the "Code of Conduct" philosophy and "Mission and Value Statement"
13. Other duties as assigned
14. Adaptability - maintaining effectiveness when experiencing major changes in work tasks or the work environment; able to adapt to change in environment and/or circumstances with a positive outlook; and adjusting effectively to work within new work structures, processes, requirements, or cultures

II. List of Medical file clerk qualifications

1. High school diploma or GED is required
2. Knowledge of alphabetical and numerical filing systems
3. Knowledge of medical record management regulation required
4. Strong comprehension of medical group practice
5.  Strong comprehension of the medical center environment
6. Familiarity with Terminal Digit filing required
7. Candidate must have excellent organizational skills and the ability to work efficiently with minimal supervision
8. Minimum 3 years medical office experiences preferred
9. Must be confident with PC skills, and demonstrate competency therein
10. Thorough understanding of IDX medical management system highly preferred
11. Must have ability to work in a variety of positions, moving back and forth from a standing, sitting, squatting, kneeling position or various combinations of such positions, repeatedly throughout an eight hour period
12. Must be able to reach above head level and bend to ground level to retrieve and file charts with an added ability to carry up to 35 lbs or more

III. Tips to write job description

1. Too-long job description:

Looking at a too-long job description can frighten the candidates off and drive the away. A job description, no matter how important the job is, should not be included in more than 3 pages. If one focuses on too many things at a time, he shall definitely lose focus on the main items and get overwhelmed by the remaining; So, keep it concisely.

2. Too-short job description:

While too-long can be a problem, too-short is more a problem. It will ruin the meaning of the job description. A too-short one means it lacks necessary details and therefore, the candidate will not be able to understand while reading it.

3. Listing unnecessary functions or job duties:

Just classifying these into the “others” category will save you a lot of effort and space. On the other hand, the job description will become more dilute and easy to be neglected.

4. Key functions

Not listing key functions as required for the job can be a fatal mistake to a job description.

5. Grammar and spelling

Poor grammar and having spelling errors can ruin the job description, too. Never think that as you are the employer, you may have the right to make grammar or spelling errors while requires other not to. A job description with such errors is easily to be mistaken as a fake or ghost ads; as a result, the candidate will turn away from it.

6. Not specific enough:

Be specific and concise; if you don’t address the specific, then what the job description is for. It is for the candidate to understand just exactly what he needs to do or needs to have. Lacking details can confuse the candidates very well.

7. Not having the job description reviewed by others:

This is also a common mistake. One may be subject to bias, but more than one, especially with the help of those external advisor, the job description can be more perfect.

8. Using buzzwords or abbreviations:

In fact, it is not necessary at all to use such in a job description.

9. Using slang or legal words:

Just use common wording to communicate with others and don’t do anything extraordinarily.

10. Not updating the job description:

The same job may require different duties and responsibilities in different times, so, you cannot use the same job description for 2 different times.

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