Primary Function:

The HIM Clerk III Special Studies primary function is to assume responsibility for the organization, retrieval, and replication of medical records in the context of special studies, regulatory inquiries, patient safety and performance improvement initiatives, regulatory audits, and appeals sections within the domain of Health Information Management.

Education/Training/Experience:

High school diploma or equivalent required. Preferably, the candidate should have a minimum of one year of clerical experience in a large academic medical center health information department or other comparable large clinical practice setting. In addition, the candidate should possess strong organizational and communication skills, as well as the ability to analyze and evaluate the list of requested records and reproduce medical records. It is required that the candidate has a strong working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Secondary Functions

• Retrieves and prints records for STAT record requests, and faxes records to requesting physician/facility.
• Oversees and maintains archive records and assists with the retrieval of charts not available on the imaging system.
• Assists in maintaining off-site record storage and recalls from records storage facility.
• Receives patient care requests from the Manager and other internal and external customers and organizes and prioritizes requests according to deadlines and requirements.
• Coordinates, retrieves, and processes all record requests in a timely manner and notifies requestors that records are available.
• Maintains an electronic log of medical record CDs burned for internal and external customers and maintains outgoing mail.
• Trains department staff in utilizing record release systems efficiently
• Maintains department printer needs, and assists with system application issues.
• Loads records to the “payer audit external” in Cerner for requester to view.
  • Sets the relationship start and end date/time.
• Combines medical records and related documentation together in a PDF document.
• Overnight expresses copies of records stored on CDs to requesters.
• Routinely, throughout the day, checks fax machine, email and voicemails for regular and STAT requests.
• Monitors and coordinates needs of multifunctional printers and fax machines within department.

Conditions of Employment

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson’s clinical entities or at the University. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.

Jefferson Health delivers state of the art healthcare services to patients throughout the Delaware Valley and southern New Jersey. Jefferson (Philadelphia University + Thomas Jefferson University) provides more than 8,400 students from nearly 40 states and 40 countries with 21st century professional education. Combined, we have over 30,000 employees.

Jefferson Health, with 14 hospitals (seven are Magnet designated by the ANCC for nursing excellence) and 40+ outpatient and urgent care locations, offers a broad range of primary and complex, highly specialized care that touches the lives of more than four million patients annually. U.S. News & World Report has ranked Thomas Jefferson University Hospital among the nation’s best in eight specialties. Jefferson Health also includes the NCI designated Sidney Kimmel Cancer Center; it is one of only 70 such centers in the nation.

Thomas Jefferson University has ten colleges and three schools that offer more than 160 undergraduate and graduate programs. Our University is dedicated to inter-professional and transdisciplinary approaches to learning that offer a vibrant and expandable platform for professional education. Through this unique model, we are preparing our students for current and yet to be imagined careers.

As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.