NATURE OF WORK
This is technical clerical work of moderate complexity and responsibility. Work involves the performance of varied clerical assignments relating to the maintenance of medical records, cross-indexing and filing of patient medical and legal information. Work is performed under the general supervision of an administrative superior and is reviewed for accuracy, completeness, and adherence to established procedures. Duties involve skilled typing / data entry services.
Assembles client case records into established order for permanent filing; follows up until records are completed and received; compiles data from client records for periodic inquiries and statistical reports; compiles data for a daily census report; corrects daily census report if necessary; prepares reports as needed.
Checks for proper authorization to release client information; processes requests for release of client information in accordance with regulations regarding client confidentiality.
Checks in Client Management System Data Base to ensure enrollments, episodes, and discharges have been completed.
Ensures receipt of, assembles, and reviews for completeness medical records on current and discharged clients.
Maintains a sign-out system of client records and an accurate, up-to-date file of clients by client identification numbers; maintains a duplicate card file system providing pertinent and essential client identification data.
May assist in maintaining a computerized data base of information on records retained and destroyed.
Monitors medical records for compliance with legal requirements; confers with staff concerning quality compliance issues and participates on related committees; prepares and administers records retention and disposal schedules.
Participates in records survey work and DCF and Accreditation audits.
Reviews new patient records to ensure accuracy of information; reviews files for signatures and completeness; checks for existing prior case records of clients admitted as an inpatient; incorporates prior records into current client data.
Reviews patient charts and prepares appropriate data for accounting purposes.
Performs related work as required.
KNOWLEDGE, ABILITIES, AND SKILLS
Knowledge of standard techniques as applied to the operation and maintenance of a complex filing and records management system.
Knowledge of office practices and medical records procedures.
Knowledge of office record keeping and reporting.
Knowledge of business English, spelling and grammatical construction.
Knowledge of standard computer programs such as Word, Excel and other data base programs.
Some knowledge of Florida Statutes governing medical client information requirements.
Some knowledge of HIPAA and Substance Abuse Confidentiality Guidelines.
Some knowledge of laws and regulations governing the recording and release of medical information.
Some knowledge of medical records systems and procedures, and medical terminology.
Some knowledge of the regulations regarding client confidentiality.
Ability to communicate effectively both orally and in writing.
Ability to function effectively with minimal supervision.
Ability to perform duties with initiative and to exercise competent judgment.
Ability to understand and carry out oral and written instructions.
Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Ethics and Conflict of Interest policies.
Ability to establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, gender, national origin, age, marital status, political affiliation, familial status, disability, sexual orientation, pregnancy, or gender identity and expression.
Skill in the use of automated medical records systems and a personal computer.
REQUIRED EXPERIENCE AND TRAINING
Graduation from high school or GED diploma, including or supplemented by course work in business practices; two (2) years of experience in medical clerical work which includes six (6) months of experience in the maintenance of medical records; or any equivalent combination of relevant training and experience.
NECESSARY SPECIAL REQUIREMENT
Possession of a valid State of Florida Drivers License. Must be able to drive and to obtain and maintain authorization to drive on County business.
Bargaining Unit: White Collar
FLSA Status: Non-exempt
Code of Ethics Certification: No
Class Spec. Estab. / Revised: E 04 /1981 R 06/2009