MRA Clerk II MMMC

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Full-time, MMMC role at Kaiser Permanente

Under direct supervision, supports all scanning and indexing activities for region.

• Processes and ensures a variety of medical, business, and organizational documents are stored in an electronic scanning system as appropriate.
• Prepares, scans, evaluates, and indexes information stored in an electronic scanning system in a timely manner.
• Evaluates information and reports discrepancies as necessary.
• Opens all incoming departmental mail. Identifies and sorts all documents. Prepares documents for scanning. Initiates batch control cover sheet with appropriate information. Identifies indexing elements such as Medical Record Number (MRN), date of service, encounter type. Retrieves information from a variety of computer systems to complete indexing tasks.
• Accurately indexes standard and non-standard documents.
• Performs a variety of clerical duties according to established procedure. Pulls and distributes patient charts upon request from authorized personnel. Collects and returns to offices or requisition point. Checks charts for completeness and acceptable physical condition. Sorts and refiles charts. Files medical and other pertinent data required for completeness. Re‑routes charts electronically from one destination to another. Locates and corrects misplaced or misfiled charts.
  
  Notifies requestor of chart non-availability. Maintains security and confidentiality of sensitive patient information. Exchanges old folders for new. Types labels as needed. Corrects labels upon notification of patient I.D. changes. Enters data in computer.
• Accesses and retrieves scanned images/documents from retention boxes, paper charts, digital archive, or other database during electronic medical record downtime.
• Prepares documents for digital archiving. Performs standard digital archiving into an electronic digital archiving system.
• Verifies member/patient demographic information as appropriate. Corrects discrepancies according to procedures. Forwards complex discrepancies to senior staff for resolution.
• Batches, counts, and scans all incoming documents and a variety of medical, business, and organizational documents into electronic scanning system as appropriate. Performs visual quality review of scanned images to ensure integrity of information by reconciling all documents available on paper to imaged counterpart. Performs or redirects scanning as necessary. Records each step in process for purposes of accountability. Assures conformance to service level agreement.
• Reviews all incoming medical, business, and organizational documents. Identifies documents for scanning or filing. Recognizes and processes high priority documents according to regional policies. Distributes documents appropriately. Assists with problematic documents and reroutes misdirected documents according to procedure.
• Performs standard indexing into an electronic scanning system using copy/paste techniques or shortcuts as designated by department.
• Evaluates information stored in an electronic scanning system for accuracy and adherence to departmental guidelines as part of Quality Assurance check and reports discrepancies as necessary. Performs pre or post scan quality assurance validation of documents. Enters errors in database and performs corrections/reconciliation.
• Prepares historical charts for digital archive; uploads to digital archive and notifies clinicians of availability. Performs quality assurance checks on digitally archived and/or uploaded charts and resolves discrepancies.
• Enters various clinical data information from medical documentation relating to clinical diagnosis, medications, hospital admissions, immunizations, and other pertinent patient clinical information for patient database records.
• Analyzes inpatient and designated hospital-based outpatient records for documentation deficiencies. Follows medical staff by‑laws, reimbursement requirements and The Joint Commission standards relative to completion of medical records. Identifies deficiencies and discrepancies.
• Re‑analyzes records upon completion of deficiencies by medical,…