Clerk III - Otolaryngology

GENERAL CLASS DESCRIPTION:

Under general supervision, performs and coordinates clerical work such as examining and evaluating data according to established guidelines requiring a knowledge of both assigned and related work areas. Duties may involve the use of personal computers, computer terminals, and a variety of software and/or conventional office equipment.  May provide functional supervision.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

• Examines, evaluates and verifies documents such as reports, purchase orders, payrolls, invoices, checks and vouchers, or student files for completeness and accuracy, determining conformity to established guidelines or policies, and personally follows up on discrepancies and resolves problems.  Maintains appropriate files.
• Chart control duties including uploading documents and images into Epic the electronic medical record (EMR).  Performing quality assurance on scanned documents from the inpatient units upon discharge of patients.
• Ordering and retrieving paper medical records as needed. Importing Olympus images into Epic.
• Functional supervisor for clerical student workers.
• Health information management (HIM) department liaison. Attend monthly Chart Control  Supervisor meeting, Work with the HIM Deficiency Work Group – attend monthly meetings to discuss changes and ideas to stay compliant with Joint Commission.
• Prepare for Epic upgrades or changes in health information management (HIM) protocols.
• Complete analysis in Epic for provider chart deficiencies. Work with providers to resolve Epic inbasket concerns and escalating concerns to Epic/HCIS staff when needed.
• Oversee the failed fax folder to ensure that referring providers and PCPs are receiving documentation on shared patients, for timely continuity of patient care.
• Responsible for ordering and stocking office supplies for the department.  Monitor and service printers (replace toners, imaging units and maintenance kits) throughout the department as needed.
• Reviews inquiries and provides information regarding policies and procedures requiring knowledge of both assigned and related work areas.
• Prepares, compiles, and maintains records; calculates estimates or billings; and monitors, verifies, and reconciles departmental statements. Recognizes and resolves problems.  May prepare cash reports and cash register edits.
• Integrates information and may run routine queries to generate or produce reports.
• Assigns, coordinates and reviews the work of other clerical personnel for conformance to established guidelines.
• Composes correspondence in response to routine inquiries frequently without instruction or review.
• Initiates and processes standardized forms related to area of assignment.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of office routines and functions sufficient to refer visitors and telephone calls and to route correspondence by name and functional area.
• Knowledge of institutional and unit policies, processes and forms.
• Knowledge of proper format, grammar, spelling, punctuation and capitalization.
• Skill in utilizing computer software packages and online systems.
• Skill in operating office equipment.
• Ability to communicate effectively with staff, students, and the public.
• Ability to follow oral and written instructions and apply institutional and other policies accurately.
• Ability to gather, evaluate, and display data in appropriate format and keep accurate records.
• Ability to exercise functional supervision over employees.
• Ability to organize and prioritize multiple tasks.