Patient Records Technician

Patient Records Technician

Vistant (formally PMCG), recognized as one of the fastest growing companies across the country and the region by Inc. 5000, Financial Times, Washington Technology, and the Baltimore Business Journal, is a public-sector management consulting firm serving federal international development, healthcare, and social services agencies.

Under the supervision of the Vistant Program Manager, the Patient Records Technician will be responsible for supporting the mission of the DHA JPC Contract and proper compliance with the performance work standards. The Patient Records Technician will perform services under the JPC contract and will be controlled, directed, and supervised at all times by Vistant. The Patient Records Technician will perform their duties independent of, and without the supervision of, any Government official.

• Ensures timely and accurate accessioning into the Joint Pathology Information Management System (JPIMS) of all cases received from contributors worldwide as they are received from the Case Triage Area.

• Assigns the case to one of the pathology subspecialties based on the preliminary diagnostic information submitted by the contributor and Institute policies.

• Responsible for ensuring that the workload is balanced adequately between these various tasks to attain optimal case turnaround time.

• Marks the materials with the JPC accession number and forwards to the departments and forwards completed cases to correct pathology department and update electronic systems to reflect case transfer to department.

• Reviews accessioned cases and materials for accuracy and completeness; forwards them to the assigned pathology departments, ensuring the transfers are appropriately logged into the computer system for tracking purposes.

• Acknowledges receipt of microscopic glass slides, paraffin blocks, and formalin‑fixed tissues in computer tracking system by JPC accession number, ensuring accuracy. Sorts and files materials received and acknowledged in computer system by JPC accession number.

• Pulls materials from files upon authorized request, enters transfer of all materials in computer tracking system, and forwards to requester. Loads and unloads shipments of materials as they are received or shipped. Processes bulk shipments received for accessioning.

• Assists in performance of periodic audits of the repository files to identify lost or misplaced materials.

• Maintains cleanliness of all work area equipment and grossing/packaging workstations.

• Assists professional staff as required in processing or locating required materials.

• Assists in other areas of the department as needed to process case materials in a timely and accurate manner.

• Transports patient material both active and inactive between operational locations.

• Ensures that, once all material has been accurately acknowledged as being received into JPIMS, the material is then filed in the repository in chronological order based on the JPC accession number.

• Ensures microscopic slides are filed in a combination of traditional slide cabinets, high‑density horizontal carousels, some of which are serviced by robotic retrievers, and vertical lift modules.

• Ensures paraffin blocks and formaldehyde‑fixed tissue are filed in a combination of traditional stationary shelving and high‑density moveable aisle shelving.

• As material from newly accessioned cases is forwarded to the repository, ensures new storage containers will be identified, marked, labeled, and prepared for use.

• Fabricates storage containers for the paraffin blocks and formaldehyde‑fixed tissue from pre‑cut, flat storage boxes.

• Patient Records Experts must have a knowledge of and experience in medical records processing, screening, and filing procedures, working knowledge of anatomy, physiology, and medical terminology is required, good oral/written communication skills and the ability to pay attention to detail in order to perform detailed quality assurance review of personal work and the work of others.

• Possess at least 3-5 years of experience in medical warehouse management, particularly in regards to biologic specimens;

• Must have extensive…