Medical Records Administrator

2 weeks ago

Dublin, Ireland Beacon Hospital Full time

Job Description

Job Title: Medical Records Administrator - Maternity Cover

Department: Medical Records

Reports to: Medical Records Manager

Date: 2024

 

Overall Purpose of Job

We will provide exceptional patient care in an environment where quality, respect, caring and compassion are at the centre of all we do.

The quality of clinical documentation in the Healthcare record is essential to ensure the continuity and delivery of safe and quality patient healthcare. Accurately prepare, scan and quality check all documents into Beacon Hospitals Digital Medical record system and physical chart according to the standard chart format and adhering to the hospitals Medical Records policies and procedures and JCI standards.

 

The post holder is expected to:

  • Adhere to the Hospital's mission and Vision.
  • Maintain patient confidentiality including authorisation of the release of medical information.
  • Abide by Hospital policies and all regulatory requirements including mandatory training.
  • Have excellent customer care and communication skills, both written and verbal.
  • Have excellent knowledge of computers and Microsoft Windows software and keyboard skills.
  • Have excellent time management skills and ability to multi-task and prioritize work.
  • Have excellent personal presentation and interpersonal skills.
  • Build collaborative relationships through strong teamwork across the organization.
  • Assists in the training and development of new employees.
  • Open to new learning opportunities; adaptable to change.
  • Be flexible and reliable. Hours of work will on occasion be subject to change.


General Office

Main Role, Duties and Responsibilities:

  • Pulling and preparing OPD Clinics.
  • Pulling and preparing In-patient chart requests.
  • Offsite Storage Area Charts.
  • General patient enquiries.
  • Requests from other hospitals and general practitioners.
  • Maintenance of charts as needed.
  • Filing of reports, correspondence and documentation.
  • Responsible for care and maintenance of the sections within the mobile shelving unit.
  • Maintain efficient general office procedures as appropriate to the post.
  • Liaise with staff in other departments, the public and outside agencies in a confidential, courteous and professional manner.
  • Answers department telephone with courteous greeting.
  • Perform technical troubleshooting with scanning equipment and communicates issues to management.
  • Adapts to daily changes in workflow and independently rotates between tasks to support teamwork and department productivity goals.
  • Identifies and recommends opportunities for workflow improvement, procedures, policies.
  • Maintains competency and meets minimum productivity standards.
  • Maintains priority work queues within established turnaround times.


Subject Access Request

Main Role, Duties and Responsibilities:

  • Provide Copies of charts as per Data protection and Freedom of Information Acts to the requesting parties.
  • Liaise with relevant hospital departments and key stake holders in the process of fulfilling the requirements of these duties.


Document Management & Quality Check

Main Role, Duties and Responsibilities:

  • Preparing and scanning documents to the Digital Medical Record
  • Quality Check scanned documents:


Health and Safety

  • Comply with the safety procedures in place in the Hospital.


Service quality & Accreditation

  • Be aware of the quality systems in place to ensure that services are provided to agreed quality standards such as JCI and NHO.
  • Be aware of the relevant performance indicators by which service quality can be monitored over time.   Ensure staff understands the importance and relevance of quality in relation to their every day work.


Confidentiality

You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality. To this end you will not discuss workings of the Hospital or its patients with people outside the Hospital, save as required to do so in the course of your work. You must return to the Hospital upon request and, in any event, upon the termination of your employment, all documents or other property of the Hospital which are in your possession or under your control. No documents or property of the Hospital may be removed from the Hospital without prior authorisation.


Person Specification

Qualifications

  • Leaving Certificate or equivalent
  • Medical Records course is desirable

Experience

  • Computer literate
  • Experience using IT systems, including MS Excel & Word
  • 6 months experience, preferably working in physician practice, healthcare office or Medical Records setting

Job Specific Competencies and Knowledge

  • Complies with processes and procedures
  • Exhibits ability to work as member of team in daily performance of duties
  • Have a high capacity for responsibility and individual initiative, and an ability to write clear and concise English
  • Have excellent organisational skills

Personal Competencies

  • All posts in Beacon Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required by their manager or hospital management.
  • Good keyboard skills.
  • Good interpersonal and communications skills.
  • Have the ability to liaise effectively with all staff.
  • Have a flexible approach to their work.
  • Demonstrate an ability to prioritise work and handle large volumes of activity.
  • Work as part of a team

 

This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing. As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.

 

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