JOB DESCRIPTION JOB TITLE: LEAD FILE CLERK ... - ANTHC

ALASKA NATIVE TRIBAL HEALTH CONSORTIUMOffice of Human Resources4141 Ambassador DriveAnchorage, Alaska 99508Telephone: 907-729-1301Facsimile: 907-729-3638JOB DESCRIPTIONJOB TITLE: LEAD FILE CLERKDEPARTMENT: Health Information ServicesNUMBER OF JOB LEVELS: (future use)JOB GRADE/SALARY RANGE: 4DATE: November 17, 2003DIVISION: Alaska Native Medical CenterREPORTS TO: File Room SupervisorFSLA STATUS: Non ExemptP.L.-101-630: CoveredTYPE OF POSITION: Full TimeSUMMARY OF JOB RESPONSIBLITIES: This position will supervise and work in the file room with fileclerks retrieving records and provide them to the clinics and providers to treat patients. Loose lab and x-rayreports are filed in the records to keep the medical information current.ESSENTIAL JOB RESPONSIBILITIES/FUNCTIONS TO INCLUDE BUT NOT LIMITED TO:1. Supervision and guidance to file clerksExamples of job duties include:• Provide orientation to department.• Check employees work in progress to see that deadlines, procedures and instructions have been met.• Answers supervisory questions in regards to department.• Assures that security procedures relating to medical information confidentiality is maintained.2. Works in the filing area of the Health Information Service which provides services to all offices and clinicswithin the ANMC campus.Examples of job duties include:• Locates, retrieves and charges out health records form files in the record room, review and analysis, orinitiates retrieval from the Federal Record Center.• Returns health records to the files in the record room or to review and analysis section.• Performs special searches for records within the health record department that are not immediately available.• Determines proper location within record and files loose medical reports (x-rays, labs, EKG, etc.) andcorrespondence in the health record.• Screen active files annually to select inactive records according to beneficiary codes and boxes, indexes andlabels records for shipping.• Originates encounter form (PCC) assuring the patient’s name and record number is on the sheet. Some lighttyping may be included but the services of a qualified typist are not required.3. Clerical duties to assist in the file room;Examples of job duties include:• Answers telephone inquires from professional staff requesting specific information from the record, such asresult of lab and x-ray reports.• Receives and sorts and distributes mail from the mail service delivery.• Assembles medical record according to prescribed format making sure patient’s name is on each page.• Assigns numbers from the numbers control book.• Greets patients at the reception desk.

QUALIFICATIONS:• High school graduate or equivalent.• At the minimum, one year of medical office or medical record experience.2KNOWLEDGE REQUIRED BY THE POSTION:• Able to maintain confidentiality.• Able to complete a complex variety of tasks in an organized manner.• Demonstrated ability to understand and perform duties as described in position description.• Knowledge of computers helpful but not required. Some light typing may be included but the services ofa qualified typist are not required.• Thorough knowledge of terminal digit filing system.• Thorough knowledge of chargeout system used in record room.• Thorough knowledge of record retiring process.• Thorough knowledge of techniques appropriate in locating records not immediately available.• Thorough knowledge of prescribed chart order.• Ability to identify parts of medical record and identifies where they should be located in the record.• Management skills to keep section running smoothly.WORK ENVIRONMENT: The work involves standing for entire shift, stooping, bending, reaching, lifting(less then 25 lbs) and walking.WORKING CONDITIONS: Work is performed in an office setting that is adequately lights and heated.Works alone at times in the file room; there is the possibility of being confronted with “uncomfortable”situations. Safety precautions are sometimes necessary.NATIVE PREFERENCE: Under P.L. 93-638, as amended, the company pursues a policy of Native preferencein hiring, contracting, and training.Signature below acknowledges that I have received a copy of my job description and my supervisor hasdiscussed it with me.__________________________________Employee Signature__________________________________Supervisor Signature___________________Date____________________Date