PART I DEPARTMENT OF PERSONNEL SERIVCES STATE OF HAWAII MEDICAL RECORD TECHNICIAN SERIES
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1 PART I DEPARTMENT OF PERSONNEL SERIVCES STATE OF HAWAII Class Specifications for the: MEDICAL RECORD TECHNICIAN SERIES This series includes all classes of positions the duties of which are to supervise or perform para-professional work in the review, preparation, compilation and maintenance of medical records, where such work does not require full training in medical record library science, or the equivalent. Basic Nature of the Work: Medical record technicians are responsible for para-professional medical record functions at hospitals or allied medical care facilities subject to departmental policies and regulations, or from any of its personnel to whom authority is delegated to act. A medical record is a permanent report of a person s illness or injury, kept to preserve information of medical, scientific or legal value. The record includes all medical reports which describe how the patient s illness or injury was diagnosed or treated. Medical records are needed to help doctors diagnose and treat future illnesses, to verify insurance claims, to plan hospitals, to inform public health officials, and to aid researchers. Functions include: (1) reviewing medical records for completeness and accuracy, and translating diseases and operations into the proper coding symbols; (2) filing medical records or preparing records for microfilming; (3) typing medical reports of operations, x-ray or laboratory examinations, or special treatments given to patients; (4) compiling statistics of many kinds, including the hospital s daily census, information on reportable diseases for public health authorities and others; and (5) assisting the medical staff by preparing special studies and tabulating data from records for research. Performance of such functions primarily requires a working knowledge of the nature and uses of medical records; medical terminology; and established medical record classification, coding, filing and indexing systems. Also, it requires the ability to analyze and file medical records, and to prepare reports and summaries from medical records. This knowledge is usually gained through on-the-job experience or specialized training courses. DATE APPROVED: October 8, 1968 /s/ Edna Tavares Taufaasau (Mrs.) EDNA TAVARES TAUFAASAU Director of Personnel Services
2 PART I Page 2 MEDICAL RECORD TECHNICIAN V Provides assistance to a higher-level medical record technician or to a medical record librarian by performing para-professional functions in a medical record department of a hospital or allied medical care facility; and performs other related duties as required. This class involves responsibility for performing para-professional work under the general supervision of a higher-level medical record technician or a medical record librarian, who makes work assignments and spot-checks completed work. Such work is performed according to established guidelines, standards and procedures; and the supervisor is readily available to provide advice and assistance during problem instances. Reviews medical records for completeness and accuracy according to established standards and guidelines, and translate disease and operations into the proper coding symbols; cross-indexes data; files medical records or prepares records for microfilming; types medical reports of operations, x-ray or laboratory examinations, or special treatments given to patients; prepares abstracts of pertinent information; compiles statistics of many kinds, including the hospital s daily census, information on reportable diseases for public health authorities and others; assists the medical staff by preparing special studies and tabulating data from records from research; and may be required to take and transcribe dictation. Ability to: Analyze and file medical records; prepare reports and summaries from medical records; perform arithmetic computations, deal tactfully and effectively with others operate a typewriter and other office machines; follow oral and written instructions. Certain positions in this class may require that candidates take dictation at the rate of 90 words per minute and transcribe such dictation accurately.
3 PART I Page 3 MEDICAL RECORD TECHNICIAN VI Independently performs the para-professional functions of a medical record department for a hospital or allied medical care facility; and performs other related duties as required. This class involves responsibility for independently performing para-professional medical record work. It also involves responsibility for taking medical records to court and for maintaining the flow of health information to all departments of the hospital. An incumbent of a position in this class works under the general supervision of a hospital administrator or his assistant, and in accordance with the policies, guidelines, standards and procedures established by the statewide medical record consultant. Sets up medical records in accordance with the system prescribed by the statewide medical record consultant; reviews medical records for completeness and accuracy according to established standards and guidelines, and transcribes diseases and operations into the proper coding symbols; notes omissions, errors or inconsistencies and refers them to physicians for completion; cross-indexes data; files medical records or prepares records for microfilming; types medical reports of operations, x-ray or laboratory examinations, or special treatments given to patients; prepares abstracts of pertinent information; releases information from medical records according to established procedures and with proper approval; compiles statistics of many kinds, including the hospital s daily census, information on reportable diseases for public health authorities and others; assists the medical staff by preparing special studies and tabulating data from records for research; takes medical records to court; may be required to take and transcribe dictation. Ability to: Analyze and file medical records; prepare reports summaries from medical records; understand, interpret and apply established medical record policies, guidelines, standards and procedures; perform arithmetic computations; deal tactfully and effectively with others; operate a typewriter and other office machine; follow oral
4 PART I Page 4 and written instructions. Certain positions this class may require that candidates take dictation at the rate of 90 words per minute and transcribe such dictation accurately. MEDICAL RECORD TECHNICIAN VII Supervises and participates in the para-professional operations of a medical record department for a hospital or allied medical care facility; and performs other related duties as required. This class involves responsibility for supervising and performing the day-to-day para-professional operations of a medical record department; for taking medical records to court; and for maintaining the flow of health information to all departments of the hospital. The work is performed under the general supervision of a hospital administrator, an in accordance with the policies, guidelines, standards and procedures established by the statewide medical record consultant. Supervision is exercised over lower-level medical record technicians and clerical personnel by making work assignments, spot-checking completed work and evaluating work performance. Supervises and participates in the para-professional medical record work of a medical record department; makes work assignments to employees, spot-checks completed work and evaluates work performance; selects and trains subordinate personnel; maintains the flow of health information to all departments of the hospital; installs the medical record system prescribed by the statewide medical record consultant; reviews medical records for completeness and accuracy according to established standards and guidelines, and transcribes diseases and operations into the proper coding symbols; notes omissions, errors or inconsistencies and refers them to physicians for completion; cross-indexes data; supervises the filing and microfilming of medical records; types medical reports of operations, x-ray or laboratory examinations, or special treatments given to patients; prepares abstracts of pertinent information; releases information from medical records according to established procedures and with proper approval; compiles statistics of many kinds, including the hospital s daily census, information on reportable diseases for public health authorities and others; assists the
5 PART I Page 5 medical staff by preparing special studies and tabulating data from records for research; takes medical records to court; may be required to take and transcribe dictation. Ability to: Analyze and file medical records; prepare reports and summaries from medical records; perform arithmetic computations; deal tactfully and effectively with others; operate a typewriter and other office machines; follow oral and written instructions. Certain positions in this class may require that candidates take dictation at the rate of 90 words per minute and transcribe such dictation accurately.
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