Health Records Clerk (HTAC/HRT 1) - Mandeville Regional Hospital

Qualification and Experience

• Four (4) CXC/GCE subjects at the ordinary level including English Language, Biology and Mathematics 

Plus 

• Two (2) years’ experience at a clerical level within a public sector organization

Specific Knowledge, Skills and Competencies

• Good knowledge of the methods, procedures, practices, rules and regulations related of health data collection. 
• Good knowledge of Computer Applications. 
• Ability to analyze statistical reports and make recommendations 
• Good interpersonal communication skills 
• Good conflict resolution skills 
• Excellent time management skills 
• Excellent customer service skills 

Key Responsibilities will include:

• Checking the master index, casualty registration index and Patient Administration System to see if patient has been seen previously at hospital before assigning a medical record number. 
• At the beginning of each shift, collects all records from the Emergency desk to complete examination and confirmation on the patient administration system for hospital monthly statistical report. 
• Assembling records after registration of patients. 
• Educating patients on the importance of keeping their appointment date and taking the appointment card when returning to the clinic. 
• Preparing for the clinic by ensuring that all health records for patients to attend on a particular date be retrieved before the date of the clinic. 
• Ensuring the registration of patients both manually and electronically. 
• Collating of the Jamaica Injury Surveillance System (JISS) data and all related incidents or accidents. 
• Ensuring that out guides are placed in the file for each record retrieved. 
• Filing laboratory and x-ray results in the appropriate health records and adds continuation sheets to records if needed the day before clinic. 
• Ensuring that all the health records needed for the clinic are found before the day of the clinic.
• Completing an inventory for all the records retrieved for the clinic and places a check mark beside the records that are found. 
• Maintaining of appointment systems. 
• Maintaining of all methods, systems and policies which enhances efficient running of the Department. 
• Monitoring EHR ward view daily and ascertain admission and discharge date, diagnosis and discharge outcome for all patients admitted to the firm. 

REGISTRATION – Operates on a Shift System (7am – 3pm; 2pm – 10pm; 10pm – 7am)

• Ensuring that there is proper management of the following duties: 
• Patients are registered on the Patient Administration System (EHR/PAS) by ascertaining their demographic information. 
• Demographic information updated for returning patients. 
• Records are requested for returning patients from the File Room. 
• Confirming on the EHR/PAS after records are sent back to the Registration area to indicate if treatment is complete, patient absconded, patient died etc. 

CLINICS – OUTPATIENTS

• Ensuring there is proper management of the following duties: 
  •  Registers patients with appointments 
  • Gives appointment dates 
  • Updates appointment books 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Maintenance of confidentiality of patient records 
• Working on weekends when necessary 
• Climbing to retrieve patient records 
• Possible dust hazard 

NB. ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED.