File Clerk/Release of Information Clerk (PRN)

Summary/Objective:

The File Clerk/Release of Information (ROI) Clerk PRN is responsible for all clerical, filing, and ROI duties within the department.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

1. Ensures all discharged patients’ records have been checked into the department, placed in order, and all available reports have been correctly applied.


2. Records are analyzed for content and any missing documentation; department director is made aware of any discrepancies.


3. Ensures appropriate actions are taken to resolve any issues with record documentation; locate missing records; and forward for coding within prescribed timeframe.


4. Apply ancillary reports to correct chart. Forward reports for inpatients to the nursing floor.


5. Create new file folders as needed; accurately file in terminal digit, color-coded order. Keeps files neat and orderly.  Replace worn folders, create second file when necessary.


6. Ensures medical charts and folders are filed according to prescribed procedures.


7. Ensures inpatient, outpatient, short stay, and emergency room medical records are filed in a timely manner.


8. Receives and labels ER Log/Out Patient Register and stores in secure location.


9. Assists hospital staff with pulling records for review; ensures all records are returned to appropriate files.


10. Clerical duties are carried out as required, including: answering phone, assisting with request for copies of records, and faxing medical records for continued patient care according to procedures.


11. Assists with purging older records as necessary.


12. Fosters high levels of customer service and coordinates all release of information to patients, families, caregivers, insurance companies, attorney, billing departments, and any other third-party requests according to policies and procedures.


13. Ensures all patient information is safeguarded and kept confidential according to prescribed policies and procedures.

Required Education and Experience:

1. High School diploma or GED.


2. Must be able to alphabetize and/or place charts in numerical and terminal digit order.


3. Must be efficient with keyboarding and computer applications.

Additional Eligibility Requirements:

1. Experience with hospital information systems preferred.