Clerk III

Under the general supervision of the Site Supervisor, Chart Management, this position will be responsible for the deficiency management function for
inpatient, day surgery and day medicine episodes of care. This includes reviewing clinical documentation on the chart to ensure it is completed according to established policies and procedures and
updating the electronic chart management system to reflect deficiencies which have been identified as requiring completion. This individual is also the key contact regarding deficiency management
issues and acts as a resource to health care providers regarding deficiency management.
1.Quantitative Analysis
a) Reviews inpatient, day surgery and day medicine charts to ensure that all clinical documentation meets legislated requirements and are completed by health care providers in accordance with the
regional quantitative analysis guidelines and Physician Responsibility for Completion of Health Records policy.
b) Enters deficiency information in to the electronic chart management system and flags deficiencies on charts accordingly.
c) Ensures all patient records are accurately tracked in the electronic chart management system and filed in the appropriate location.
d) Retrieves transcribed reports from designated printer, validates these reports on the MedPrint log file to ensure all reports have printed.
e) Follows up with Transcription if any reports did not print as listed on the MedPrint log file.
f) Files these reports on the appropriate patient chart and episode of care.
g) Reviews reports to determine if any blanks in the reports can be completed based on terminology used elsewhere in the report, keeping in mind the difference between a symptom and a diagnosis when
the blank is related to a most responsible diagnosis.
h) Updates existing deficiencies in the electronic chart management system.
2. Incomplete Chart Management:
a) Follows up on outstanding dictated reports which have not been received within a specified time period by checking the MedPrint log file and daily and monthly dictation listings and forwarding key
information to Transcription to do a search for the missing reports.
b) Updates the electronic chart management system as deficiencies are completed or added.
c) generates physician pull lists and retrieves charts for completion by physician.
d) Acts as a resource to health care providers regarding deficiency management.
e) Enters health care providers' absences in the deficiency management system.
f) Performs weekly quality control checks and quarterly audits on deficiency assignment and chart location in the incomplete chart area.
g) Collaborates with the health care providers to determine ways to facilitate chart completion and forwards suggestions to the Site Supervisor.
h) Assists Secretary, Chart Management with data collection, validation and trouble shooting for issues related to the incomplete chart notification process.
3.Other duties as required (may include, but are not limited to):
a) Files, retrieves and checks out charts as necessary.
b) Maintains good operating order of computers, printers, barcode scanners, photocopiers, fax machines, shelving units and microfilm reader/printers and refers to internal sources such as IT Help
Desk and Maintenance or external sources, such as service technicians with vendor for assistance with repairs, as necessary.
c) Maintains integrity of the chart management system by ensuring accuracy of data entry as it relates to patient demographics, volume creation, chart location and duplicate health record
numbers.
d) Maintains integrity of ADT system by correcting duplicate health record numbers, including verifying patient data, updating demographic information and combine the physical records, as
necessary.
e) Assists with training and orientation of students and new employees as scheduled.
f) Records daily workload indicators and reports to Site Supervisor monthly.
g) Attends and participates in meetings related to the area.
h) Writes and updates duty specific procedures as required in conjunction with the supervisor.
Requisition #: 123826
Department: (PLC)CHART MANAGEMENT
Location: Peter Lougheed Centre
Employee Class: Regular Full Time
Rates of Pay: Minimum: 19.96 per hour   Maximum: 23.19 per hour
Qualifications:
- Grade 12 or General Equivalency Diploma, supplemented by office assistant courses and/or health record related courses, required.
- English language skills in reading, writing and oral communication, required.
- Completion of a recognized medical terminology course, required