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University System of Maryland Job Class Specification UMMS MEDICAL RECORDS CLERK, OBS JOB CODE: N01UMC FLSA: NONEXEMPT JOB TYPE: INST SPECIFIC UMAB EEO6: H40 JOB FAMILY/SERIES: MED

APPROVED BY: Chancellor Donald N. Langenberg EFFECTIVE DATE: 07/01/96

JOB SUMMARY

Under direct supervision, performs a variety of clerical tasks related
to the medical records function.

PRIMARY DUTIES

 1.  Assembles and prepares patient medical records, portions of
     records, and loose reports/documents in pre-established filing
     order, according to specific hospital guidelines. Files
     individual patient reports into their appropriate medical
     records.

 2.  Receives and sorts medical records and reports from various
     departments, clinics or other sources into the appropriate,
     generally accepted sorting order, including terminal digit order,
     alphabetical order or other designated filing method.

 3.  Retrieves medical records from various incomplete and permanent
     files for all types of requests.

 4.  Files medical records in the established order, generally
     terminal digit, in the appropriate file locations.

 5.  Assigns medical record numbers for new inpatient and outpatient
     records by searching for old/existing medical record number or
     creating a new one by using the Patient Information System.

 6.  Insures accurate, strict terminal digit order of medical files.
     Checks for incorrect color coding and moves files necessary to
     provide space for new files. Repairs charts that are worn, torn,
     or marred.

 7.  Prepares new medical record file folders for patient admissions,
     and for missing files.

 8.  Delivers and retrieves medical records. Routes charts to various
     other departments, as required, within the designated time
     frames, and labels charts for routing. Photocopies charts and/or
     abstracts for distribution.

 9.  Sign charts "in" and "out", maintaining the accuracy of the chart
     tracking system, according to established tracking methods.
     Maintains various chart tracking systems, documenting charts
     entering and leaving the department, as necessary.

10.  Handles, and refers as appropriate, telephone calls and walk-in
     requesters, e.g. visitors, patients, physicians requesting
     medical record information, correspondence information, birth
     certificate information and microfilms.

11.  Retrieves data and prints reports from the computer system
     regarding patient numbers, hospital visit history, census reports
     and other requested information.

Note: The intent of this list of primary duties is to provide a
representative summary of the major duties and responsibilities of
this job. Incumbents perform other related duties assigned. Specific
duties and responsibilities may vary based upon departmental needs.

MINIMUM QUALIFICATIONS

EDUCATION:  Completion of a high school level course work with
attainment of a high school diploma or a State High School Equivalency
Certificate (GED).

EXPERIENCE: Six months general clerical experience performing CRT data
entry and filing, preferably in a medical records or health care
related function.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES

Working knowledge of CRT data entry, terminal digital filing,
telephone etiquette, and the basic skills used in tracking medical
records and maintaining a fast-paced work flow. Ability to learn
medical terminology. Ability to operate routine office equipment such
as photocopy and FAX machines, personal computer and peripherals, and
paper sorter. Ability to lift and carry medical records, push/pull
carts loaded with medical charts and deliver records to the clinics.
Oral and written communication skills are necessary to work with
hospital staff both internally and externally in a courteous and
effective manner when responding to requests.

OTHER: Except for qualifications established by law, additional
related experience and formal education in which one has gained the
knowledge, skills, and abilities required for full performance of the
work of the job class may be substituted for the education or
experience requirement on a year-for-year basis with 30 college
credits being equivalent to one year of experience.

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