Junior Clerk - Medical Records

File Room Reception:

• Deals with all callers/ visitors in a timely and professional manner. 
• Monitors the File Room email and responds appropriately. 
• Processes requests as per policy.
• Forwards release of information requests to the Release of Information (ROI) Unit. 
• Keeps requesters informed by communicating availability/non-availability of the documents.
• Uses the tracking module to track the location of patient documents.

Paper Documents:

• Collects paper patient documents from clinical units, and review them for:
  • Appropriate patient identification
  • Irregularities 
  • Non-approved documents
• Assigns to sorters, using terminal digit system.
• Scans and attaches documents to the appropriate Electronic Medical Records (EMR), using at least two patient identifiers.
• Ensures all scanned documents are to be attached to the correct encounter number (FIN), using the correct document type/ title. 
  • Identify document types that are not available in the health information system.
• Organizes by document type (external, informed consent, others) and process as per policy.

Non-retrievable Documents:

• Maintains a log of missing documents for statistical and follow-up purposes.
• Follows up on priority documents in an ongoing and timely manner.

Preparation of Documents for Planned Procedures:

• Prepares the records, as per the Operating Room schedule.
  • Ensures necessary documents are available, follows up with the relevant clinic for non-available documents, and advises the inpatient units of the same.
  • Delivers the documents to the appropriate units, by 19:00 hours, one day before the scheduled procedure.  

Uploading Images CDs:

• Uploads external facility CDs containing images, as ordered, ensuring the images are correctly matched to the appropriate order.
• Coordinates with the ordering Clinic/IT Department.
• Maintains a log of all CDs received, uploaded and collected.

Digitisation of Medical Records/ Disposal of Patient Information:

• Supports the digitisation of archived paper medical records, by preparing the records, scanning, and confirming quality checks.
• Supports the disposal process for digitised medical records.  
• Disposes of patient documents by a secure process (shredding).

Off-site Storage:

• Submits details for all retrieval requests, log and receive on delivery.
• Prepares documents and/or records for returning/ initial transport to the off-site Storage location.