Incomplete Records Coordinator

Role Overview

Incomplete Records Coordinator at American Hospital Dubai in Dubai, United Arab Emirates. The role handles tracking, notification, and updating of all discharged inpatient and day-case health records to ensure timely and accurate completion of patient health information and minimization of delinquent records.

Role Purpose

Track, analyze, and coordinate the completion of discharged patient health records through systematic chart analysis, deficiency identification, and stakeholder notification to maintain compliance with documentation standards and minimize delinquent records.

Key Responsibilities

Chart Analysis & Documentation Review

• Analyze health records to identify missed and incomplete documentation and enter these into the electronic tracking system.
• Review automatically assigned deficient records to ensure accuracy.
• Review all documentation for chart completion and performance improvement.
• Complete secondary record analysis following completion of records by clinical personnel.

Record Management & Filing

• Separate and file analyzed records in appropriate filing areas.
• Track and file all completed records in the appropriate filing system.
• Pull incomplete records for physicians and ancillary staff and assist with record completion queries.

Reporting & Communication

• Review incomplete records report weekly and prepare individual physician lists clarifying deficiency types.
• Send incomplete records notices to Nursing and Allied Health Departments as appropriate.
• Provide physician training on incomplete records process.

System Management

• Update the incomplete records application in the tracking system.
• Maintain confidentiality of all data and information at all times.

Additional Duties

• Perform duties of Coordinators during periods of absence.
• Support the ROI Section during times of high workload and/or absences.
• Complete all assigned tasks in a timely, standardized, appropriate format.
• Perform other applicable tasks and duties assigned by the Director of Health Information within the realm of the employee's knowledge, skills, and abilities.

Qualifications & Experience

• Minimum of three years of experience in a healthcare setting in either Health Information Management (HIM) or Medical Records Department (MRD).
• Third-level education with clinical/healthcare certificate/diploma preferred.
• Clinical Degree.
• Medical Record Technology.
• International Classification of Diseases (ICD) Coding.
• Medical Transcription.
• Knowledge of current clinical documentation templates and forms.
• Knowledge of legal record requirements and confidentiality laws.
• Knowledge of medical terminology, appropriate level of healthcare and healthcare delivery systems.

Skills & Competencies

• Demonstrate correct usage of software applications.
• Execute chart analysis, medical terminology, and health record maintenance.
• Operate Microsoft Office Word, Excel, and PowerPoint.
• Speak and write in English fluently.