Junior Clerk

Role Overview

Junior Clerk position at American Hospital Dubai. The role maintains Medical Record Documents in the correct location on time, attaches documents appropriately to the Electronic Medical Record (EMR) and patient binders, tracks record locations, and delivers and collects records and documents to and from various locations throughout the facility, including Satellite Clinics.

Role Purpose

To manage the receipt, organization, scanning, tracking, and delivery of medical records and documents throughout the hospital, ensuring accurate attachment to the EMR, timely preparation for procedures, and secure handling of patient information in compliance with hospital standards and policies.

Key Responsibilities

File Room Reception

• Deal with all callers and visitors in a timely and professional manner.
• Monitor the File Room email and respond appropriately.
• Process requests as per policy.
• Forward release of information requests to the Release of Information (ROI) Unit.
• Keep requesters informed by communicating availability or non-availability of documents.
• Use the tracking module to track the location of patient documents.

Paper Documents

• Collect paper patient documents from clinical units and review them for appropriate patient identification, irregularities, and non-approved documents.
• Assign documents to sorters using the terminal digit filing system.
• Scan and attach documents to the appropriate Electronic Medical Record (EMR) using at least two patient identifiers.
• Ensure all scanned documents are attached to the correct encounter number (FIN) using the correct document type and title.
• Identify document types that are not available in the health information system.
• Organize documents by type (external, informed consent, others) and process as per policy.

Non-Retrievable Documents

• Maintain a log of missing documents for statistical and follow-up purposes.
• Follow up on priority documents in an ongoing and timely manner.

Preparation of Documents for Planned Procedures

• Prepare records as per the Operating Room schedule.
• Ensure necessary documents are available and follow up with the relevant clinic for non-available documents.
• Advise inpatient units of document availability status.
• Deliver documents to appropriate units by 19:00 hours one day before the scheduled procedure.

Uploading Images CDs

• Upload external facility CDs containing images as ordered, ensuring images are correctly matched to the appropriate order.
• Coordinate with the ordering Clinic and IT Department.
• Maintain a log of all CDs received, uploaded, and collected.

Digitisation and Disposal of Medical Records

• Support digitisation of archived paper medical records by preparing records, scanning, and confirming quality checks.
• Support the disposal process for digitised medical records.
• Dispose of patient documents by secure process (shredding).

Off-Site Storage

• Submit details for all retrieval requests, log, and receive on delivery.
• Prepare documents and records for returning or initial transport to the off-site storage location.

Governance and Compliance

• Use the incident reporting system to report any events related to confidentiality, security, and documentation.
• Maintain quality results by following hospital standards and policies.
• Maintain continuity of work operations by documenting and communicating actions, irregularities, and continuing needs.

General Duties

• Log daily workload to support department workload statistics.
• Perform additional duties assigned to Medical Records Coordinators and ROI Coordinators such as assembly and analysis during peak times and leave coverage.
• Enhance medical records and hospital reputation by accepting ownership for accomplishing new and different requests and exploring opportunities to add value to job accomplishments.

Qualifications & Experience

• High School Diploma.
• Minimum of two (2) years of experience in a healthcare setting in either Health Information Management (HIM) or Medical Records Department (MRD).
• Knowledge of medical terminology and appropriate level of healthcare and healthcare delivery systems preferred.
• Knowledge of terminal digit filing preferred.

Skills & Competencies

• Skills in computer applications including Word, Excel, PowerPoint, Outlook, and email systems.
• Ability to speak and write in English fluently.