Correspondence Clerk

**Correspondence Clerk - 40 Hours per Week
- Day Shift - No weekends**

**I. Position Function: Responsible for coordinating the release of medical information to all requesters, including patients, physicians and other health care providers. Responsible for maintaining security and confidentiality regulations for record access and review.**

**II. Job Relationships: Is supervised and/or reportable to the following**:

- **Supervisor of Medical Records**
- **Assistant Director of Medical Records**
- **Director of Medical Records**

**III. Authority: Has the authority to respond to legitimate requests for copies of medical records.**

**Has the responsibility to cover the department alone.**

**Has the authority to prioritize work to meet schedules and demands.**

**IV. A. Responsibilities/Essential Functions**:
**1.) "Provides superior customer service to internal and external clients, customers,**

**and patients as referenced in the **_Service Excellence Standards."_**

**Responsible for coordinating the release of medical information to all requesters, including patients, physicians and other healthcare providers.**

**Responsible for coordinating the release of medical information to insurance companies and lawyers.**

**Responsible for processing of subpoenas and court orders.**

**Verifies authorizations in accordance with hospital policy and procedures and state and federal laws.**

**Responsible for maintaining security and confidentiality regulations for record access and review.**

**Consults director or supervisor of any unusual request.**

**All requests for records are stamped with date received and logged in the correspondence computer.**

**Notifies requester when records are available.**

**Receives, sorts and delivers all departmental mail to appropriate personnel on a daily basis.**

**Responsible for scheduling appointments for review of records by attorney, auditors, patients, etc.**

**Prepares request for information to be copied by copy services, meeting established guidelines. Maintains supply closet and orders supplies as necessary.**

**Performs performance improvement functions through data collection and documentation review.**

**Maintains a good working relationship within the department and other departments.**

**B. Responsibilities/Non-Essential Functions**:
**Adheres to dress code, appearance is neat and clean.**

**Completes annual education requirements.**

**Maintains regulatory requirements.**

**Maintains patient confidentiality at all times.**

**Reports to work on time and as scheduled, completes work within designated time.**

**Wears identification while on duty.**

**Attends annual review and department inservices, as scheduled.**

**Attends at monthly staff meetings.**

**Represents the organization in a positive and professional manner.**

**Actively participates in performance improvement and continuous quality improvement activities.**

**V. Reporting Requirements: Reports to Medical Records Supervisor, Assistant Director or Director of Medical Records any unusual occurrences or problems.**

**VI. Accountability: Accountable for quality of work.**

**Accountable for maintaining confidentiality**

**Accountable for abiding by all relevant departmental/hospital policies and procedures.**

**VII. Qualifications**:
**Minimum Education: High School graduate.**

**Minimum Experience: Three or more years Medical Record experience.**

**Two or more years of Customer service experience.**

**Minimum skills/abilities**:
**Must have excellent oral and written English language communication skills.**

**Must be able to communicate effectively on the phone.**

**Ability to read, write and count in order to understand the Terminal Digit System.**

**Computer competency to include Word and Excel. Ability to understand verbal and written instructions in English. Must be familiar with the state, federal and HIPAA guidelines regarding confidentiality. Must have knowledge of JCAHO and state regulations. Must be familiar with use of fax and copier.**

**Certification/Licensure**:
**Training: Attend inservices on Release of Information, HIPAA and Legal issues.**

**Attend mandatory departmental meetings and in-services.**

**Attend mandatory HIPAA training.**

**About Steward Health Care**
Over a decade ago, Steward Health Care System emerged as a different kind of health care company designed to usher in a new era of wellness. One that provides our patients better, more proactive care at a sustainable cost, our providers unrivaled coordination of care, and our communities greater prosperity and stability.

As the country's largest physician-led, minority-owned, integrated health care system, our doctors can be certain that we share their interests and those of their patients. Together we are on a mission to revolutionize the way health care is delivered - creating healthier lives, thriving communities and a better world.

Based in Dallas, Steward currently operates more than 30 h