Job Title:  Medical Records Assistant

Job Summary

The Medical Records Assistant will be primarily responsible for maintaining and performing variety of assignments by following established departmental instructions and involved with the preparing and support of the Release of Information (ROI) Unit. They will also assist in the preparation of medical information dissemination, by processing informational requests with accordance to the established departmental guidelines.

Principles Duties and Responsibilities

Release of Information (ROI):

1. Rotates within the ROI team to manage the counter, including greeting patients, issuing reports, handling payments, responding to inquiries, and securing documents.
2. Ensure timely and accurate processing of ROI requests, prioritizing based on clinical service needs or order received.
3. Ensure that all-outgoing and incoming ROI requests should be recorded in the logbook/system for auditing.
4. Sending/collecting ROI physical files to clinics, departments and/or doctor's offices.
5. Verify all copies of medical records before releasing patient information to ensure compliance with authorizations or requests.
6. Provide assistance to JPMC and PJSC staff regarding ROI processes.
7. Coordinate ROI staff in the absence of the Medical Records Executive, if necessary.

Patient Records Management:

1. Assist in the development of a Personal Health Folder for patients.
2. Actively participate in the computerization of medical records, including the long-term development of the electronic medical record (EMR).
3. Assist and carry out the disposal of medical records following the policy and process.
4. Ensure that the disposal of medical records is conducted as needed and complies with organizational policies.
5. Undertake quality audits on medical records and contribute to related quality improvement projects.

Policy Compliance and Implementation:

1. Ensure the implementation and compliance of all JPMC and departmental policies and procedures.
2. Recommend, implement, and maintain policies and procedures for the Medical Records Department.
3. Assist in the development of hospital policies and procedures related to medical records.
4. Plan and develop medical records standards to meet the organisation’s mission and vision, including related accrediting standards.

Other Duties:

1. Perform other duties as required or assigned to support departmental operations

Professional Requirements

Minimum four (4) years’ experience; at least three years (3) of which must be in the capacity of a Medical Records Clerk.

Educational Requirements

At least a Diploma in Medical Records Studies, Management, Information & Technology or similar.

Specialised Skills/Knowledge/Attribute Requirement

1. Knowledge of medical records management, policies and procedures.
2. Familiarity with the release of information procedures.
3. Fluency in oral and written English.