Medical Records Administration

Job Purpose

• The role is responsible for the provision of quality Medical Records service in line with standards of
• best medical records and document management practice. As a key member of the frontline team,
• the Medical Records Administrative Assistant will demonstrate professionalism and facilitate
• effective communication with colleagues in the hospital. The position requires a participative
• approach to the development of services and structures, embracing continuous quality improvement
• and the management of changes necessary to achieve organisational objectives.
• Job Background/Context
• Blackrock Health Hermitage is a private hospital providing a full range of medical and surgical care
• across a broad spectrum of specialities. The role holder will be responsible for the medical records
• department, supervising the staff, overseeing the storage and retrieval of hardcopy and electronic
• medical records and contributing to quality systems such as documentation audits and data integrity
• checks in the hospital.

Key Responsibilities

Operations

• Daily management of patient’s charts and related patient information held in electronic and
• hardcopy. Ensuring compliance in all areas on chart quality.
• Daily management of medical records email inbox
• Daily ordering of charts for patients arriving to the hospital for procedures working with
• internal scheduling teams to ensure charts are provided as needed.
• Supporting and educating ward clerks on chart management and best practice quality
• management of charts
• Ownership of data protection request process/SAR’s requests/Medio legal patient/solicitor
• queries
• Providing support to internal admin teams on chart ordering
• Managing relationship with external chart providers
• Supporting internal departments with monthly chart audits
• Supporting internal departments with IPSG1 education
• Providing other comprehensive administrative service to the medical record process.
• Ensure that work processes are streamlined to maximise productivity
• Participate in quality audit checks and audits on Records being returned reporting
• noncompliance and providing education to internal departments where QIP’s identified
• Participate in the hospital’s long-term goal to become a paperless environment and
• supporting the implementation of the EHR project
• Promote a patient centred culture of openness and responsiveness to positive and
• constructive patient feedback and ensuring patient dignity, respect and choice is maintained
• in their care.

Learning and Education

• Take personal responsibility for own professional development and keep up to date with
• evidence based practice and research.
• Complete annual mandatory training as set out in objectives
• Attend and participate in staff development programmes on an ongoing basis.
• Assist with the orientation and induction of new staff and be available to provide orientation as deemed necessary, helping them to integrate as members of the Unit team.
• Attend all mandatory training days and ensure that all mandatary training is in date.
• Comply with all HR system and policy requirements. Quality Improvement and Risk Management
• Ensure compliance with all relevant Hermitage Medical Clinic guidelines, policies, procedures and relevant legislation and regulatory requirements.
• Participate in the continuous review and evaluation of policies, guidelines and existing practices.
• Assist in promoting a culture of continuous quality improvement across the department.
• Be aware of the core objectives, standards and key performance indicators for the service and contribute to the monitoring of performance against these standards.
• Participate in the requirements of the hospitals accreditation process.
• Participate in the requirements of the hospital’s risk management programme. · Promote the delivery of a high standard of care to all patients.
• Work with members of the Multidisciplinary team in devising Standard Operating Procedures for the development of the Unit.
• The Medical Records Administration Assistant will perform other duties appropriate to the post as may be assigned to him/her from time to time by the Medical Records Supervisor.
• A more specific functional specification will be available at a Departmental level to reflect day to day operations of the role in that area.

Essential Criteria Knowledge/Experience · Leaving Certificate and or Equivalent or · Commensurate relevant work experience · At least 2 years administrative experience

Skills/Competencies · I.T. Skills (Word, Meditech) · Administration Skills · Organisation skills · Attention to detail · Ability to work under pressure · Ability to react quickly to change · Ability to work as part of a multidisciplinary team · Excellent interpersonal and communication skills

Desireable Skills

Knowledge/Experience/Skills/Competencies

Previous hospital experience

This Job Description is intended as a basic guide to the scope and responsibilities of the position and is subject to regular review and amendment. The role holder will be required to be flexible in this position and is expected to facilitate working additional hours on occasion, when requested.

The Hermitage Medical Clinic is an Equal Opportunities Employer

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