Chart Preparation

The Chart Preparation representative carries out many different duties and will often be the staff monitoring the completeness of all active patient charts.  Their primary role is accessing, gathering and printing out the chart information for the providers to use during the patient visit.  They also assist in gathering test results and reports and scanning them into the patient record in the Electronic Health Record.  Chart Preparation also assists other clinic and administrative staff with obtaining or organizing data to be used for other record related tasks.  Teamwork, organization, initiative and self-motivation are crucial in this position.  The Chart Preparation representative is vital to a comprehensive and efficient patient visit; and as such, is an integral part of the administrative team.

To support the providers in providing patients with a positive visit, the Chart Preparation Representative will need to be detail oriented; making sure that each chart they provide to the clinic team has the specific data included that is requested. They are expected to interact with the clinic staff in a friendly and professional manner when they are asked to research a missing report or to download additional information. They must communicate effectively, with clinic staff, when a report or other information is not available in a timely fashion.

The Chart Preparation representative will be professional in their interactions with the patients; exhibiting an ability to ask the necessary questions in a manner that is both warm and efficient and will enable the effective and efficient flow of the clinic schedule. 

Job Responsibilities:

• Organize charts for providers/compare it to the schedule and make charts for any late add-ons


• Scan and verify all report and testing data into company EMR System


• Has an overall understanding of the clinic workflow


• Communicates with clinic staff proactively when a report is not available at the time the chart is created and sent to clinic


• Applies excellent customer service standards for all interactions with facilities providing data to clinics


• Maintains patient confidentiality according to HIPAA guidelines


• Reviews all outgoing charts for forms which need to be updated and marks the outgoing chart accordingly


• Follow all HIPAA & OSHA standards


• Other tasks as required by provider


• Other tasks and responsibilities as assigned

EDUCATION/QUALIFICATION REQUIREMENTS:

• High School diploma or equivalent


• 0 - 3 years of Medical Record or Chart Management experience

PHYSICAL/MENTAL DEMANDS:

Environmental and Physical Demands:

• Able to read, write and communicate in English


• Have cognitive skills for math, decision making and excellent communication skills


• Work in a temperature-controlled environment


• Potential for contact with chemicals, blood borne pathogens, and exposure to infectious disease.


• Able to lift 25 pounds using proper lifting techniques several times during shift

ENVIRONMENTAL/WORKING CONDITIONS:  The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Normal busy office environment with much telephone work.  This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.

Work Location: In Person, at our Mayfair Clinic 3077 N Mayfair Rd, Wauwatosa WI

Hours: M-F, 6 hours a day, start and end time must be between 7:30 AM - 5 PM (Example 8 AM - 2 PM)