Alberta Health Services Administrative Support III – Health Records Full Time in Edmonton, AB

Overview

Alberta Health Services

Branch Edmonton AB CA

Position:
Administrative Support III – Health Records
Location:
Edmonton, AB

Demonstrates excellent customer service in every interaction regardless of who it is with. Timely access to accurate and complete clinical documentation is…

Working under the general supervision and guidance of the Supervisor, Health Information Records Management, this position provides operational Administrative support for the Records Management section of Health Information Management. Timely access to accurate and complete clinical documentation is critical to providing safe and effective healthcare to the patients that we serve. Within a team environment, the incumbent is responsible for performing activities which directly support the security, maintenance, and integrity of the patient record through the life cycle regardless of medium (electronic and/or paper).

Essential functions of the position:
– Receives all discharge records (inpatient, day surgery, emergency, ambulatory) and performs reconciliation process.
– Follows up with appropriate unit or department when records are not received within established timelines.
– Maintains the patient record (folder) and creates new folders for new patients.
– Performs verification (confirm Patient ID) on all discharges and documents prior to filing regardless of medium (paper/electronic) to ensure integrity of the patient record.
– Performs validation (Quantitative Analysis) on inpatient and day surgery records and assigns deficiencies for physician completion.
– Follows process for Physician Curtailment.
– Notifies physicians of records requiring completion, makes records available to physicians, and liaises with Site Medical Office with respect to distribution of reminder, warning, and curtailment letters.
– Scans Emergency records, audits scanned images, and indexes to facilitate publication to Alberta Netcare EHR.
– Completes chart merges via the Admission, Discharge, Transfer system (ADT), and updates the physical record to reflect the correct Medical Record Number and Patient Name.
– Utilizes chart tracking software (e.g. PowerTrac) to record movement of charts from one location to another via sign in/sign out functions.
– Makes charts available to support activities of Data Collection and Access and Disclosure within established timelines.
– Purges inactive records and prepares them for offsite storage and helps manage offsite storage transactions.
– Requests paper records from off-site storage to accommodate patient care, access and disclosure, research, etc.
– Returns records to off-site storage when no longer required.
– Processes custodial requests for patient information (Physicians, clinics, acute care facilities) following AHS HIM Access and Disclosure guidelines, and established Legislative Acts.
– Acts as reception greeting and assisting staff, public, and patients who present either face to face or via telephone.
– Processes faxes and mail received in the Health Records Department.
– Processes required documentation for WCB related cases and processes financial invoices within established timelines.
– Employs effective communication skills and demonstrates professionalism when interacting with physicians, other clinical staff, unit clerks, researchers, coworkers, patients, etc.
– Demonstrates excellent customer service in every interaction regardless of who it is with.
– Consistently ensures that protected health information remains private and confidential, according to the Health Information Act (HIA) and Freedom of Information and Protection of Privacy Act (FOIP).
– Consistently follows Alberta Health Services’ Information Privacy and Information Security policies.
– Performs all functions with a high degree of accuracy and maintains or exceeds established productivity standards.
– Maintains and reports workload/productivity statistics as directed.
– Assigned duties will be a combination of above and may vary dependent upon site, role, and shift.
– Performs other related duties as assigned by the supervisor.

AHS CARES – our values guide what we do as individuals and professionals every day.

COMPASSION: We show kindness and empathy for all in our care, and for each other.
ACCOUNTABILITY: We are honest, principled and transparent.
RESPECT: We treat others with respect and dignity.
EXCELLENCE: We strive to give our best and be our best.
SAFETY: We place safety and quality improvement at the centre of all our decisions.

Qualifications:

– High School Diploma or recognized equivalent is required.
– Medical Terminology Certificate is required and testing done prior to interview (60%).
– Accurate keyboarding speed of 200 kpm is required and testing done prior to interview.
– Post-secondary education applicable to position, MOA/Unit Clerk/Admitting Clerk is preferred.
– Two (2) years related experience in a hospital or medical office setting is preferred.
– Strong computer skills, including proficiency with Microsoft Office programs (Word, Excel, and Outlook) are required.
– Experience with applications common to Health Records (eg. VAX, Tandem, PowerTrac, PowerMonitor) are an asset.
– Demonstrated proficiency in the English language, both written and oral are required.
– Experience working with a terminal digit filing system is preferred.
– Able to work all shifts as operationally required.
– Must be able to set and organize own work priorities and adapt to change.
– Must be able to work concurrently on a variety of tasks/projects in an environment that may be stressful with individuals having diverse personalities and work styles.
– Team player with demonstrated ability to work within a team environment, modeling behaviors that support and contribute positively to team operations and working relationships.
– Ability to work independently with minimal supervision.
– Must be physically able to perform duties involving standing, sitting, bending, reaching, and stretching for extended periods of time.
– Must be able to lift/push/carry up to 50 lbs. and be able to push and pull charts out of mobile shelving.
– An excellent attendance record, reliability and personal suitability must be demonstrated through employment record, interview, and references.