JOB TASK ANALYSIS. Stanislaus County. Medical Records Specialist. CEO-Recruitment Unit

Transcription

1 JOB TASK ANALYSIS Employer: Occupation: Company Contact: Stanislaus County Medical Records Specialist CEO-Recruitment Unit Date: May 2001 Analysis Provided By: Lyle Andersen, PT, CWCE Andersen & Baim Physical Therapy, Inc Coffee Road, Suite 3 Modesto, California (209) INTRODUCTION: The job description for this document was provided by Stanislaus County. The environmental factors, physical and functional demands for this Job Task Analysis were documented by Andersen & Baim Physical Therapy, Inc. The methodology for documentation consisted of on-site visits, using various measuring devices such as dynamometers and scales, as well as observation and interviews with employees and managers. A detailed record was made of the physical and functional demands of the job in terms of force pounds, weight, frequency, height, distance, anthropometric measurements, stamina, and degrees of range of motion. The determination of the frequencies of functional activities are based on standards provided by the National Institute for Occupational Safety and Health (NIOSH) and the Work Practice Guide for Manual Lifting (U.S. Department of Commerce, National Technical Information Service). The Job Task Analysis is organized as follows: General work description and specific duties; safety requirements; uniform/equipment; required job-related knowledge, education, ability, and experience; union; environmental factors; and physical/functional demands. Chief Executive Office Recruitment Unit P.O. Box 3404, Modesto, CA Phone (209) Fax (209) Chief Executive Office Risk Management Division P.O. Box 1723, Modesto, CA Phone (209) Fax (209)

2 GENERAL WORK DESCRIPTION: The frequency of the following activities may vary according to the physical requirements of the specific job tasks that the employee may be required to perform at random intervals. Under the general supervision of the department manager, the Medical Records Specialist, personally performs or oversees the completion of complex, technical medical records functions and plans, supervises, reviews and evaluates the activities of medical records personnel. SPECIFIC DUTIES: 1.) Assists in the maintenance of medical records in an orderly fashion as established by the Joint Commission of Accreditation of Hospitals (JCAH) medical records standards so as to meet the requirements for accreditation of the Hospital. 2.) Closely monitors and insures the accuracy of work performed by staff in diagnostic and disease coding, indexing and record analysis. 3.) Assists the Staff Services Coordinator in formulating policies and procedures for the Medical Records Department in order to effectively interact with patient services and other hospital departments. 4.) Compiles with attorney s legal requests, subpoenas, and other special requests for pertinent medical record information. 5.) Appears in court as the legal custodian of records and testifies to the reliability of facts presented based upon the medical documents. 6.) Acts as the technical specialist for the hospital and mental health department in all plans and requirements toward fulfillment of Title 22 and the JCAH standards and continuing license criteria. 7.) May assist in interview, selection, training, delegation of duties and evaluation of clerical employees. 8.) Attends the medical records committee meetings, drafts meeting minutes and other correspondence and reports for the Staff Service Coordinator and participates in special projects as required. 9.) Reviews, evaluates and informs the Staff Services Coordinator of new legislation and consent requirements which apply to the maintenance of medical records. 10.) Maintains all required medical records department policy and procedures manuals and files. Safety Requirements: All employees are required to observe company safety procedures and standards to insure individual and collective safety, in addition to avoiding unnecessary risk to oneself, co-workers, customers, and property. UNIFORM: Not required. EQUIPMENT: 1. Copy machine 5. Carts pencil sharpener 2. Facsimile machine 6. Stapler, hole punch, staple remover 3. Telephone 7. Computer, keyboard, mouse 4. Lanier transcription equipment Page 2

3 Required Job-Related Knowledge, Education, Ability or Experience: KNOWLEDGE: 1.) Title 22 as it relates to the Medical Records Division. 2.) Medico-legal law and appropriate citations in the law relating to the maintenance of medical records. 3.) Medical disease coding and indexing. 4.) Stenographic and transcription procedures and equipment. 5.) Medical terminology and standard nomenclature as applied to disease, operations and therapies. 6.) The accrediting standards of the JCAH as they apply to medical records. 7.) Modern office methods and practices including filing systems, business correspondence and report writing. CERTIFICATE: 1.) Certification as an Accredited Records Technician (ART) or as a Registered Records Administrator (RRA). ABILITY/QUALIFICATIONS: 1.) Properly maintain written medical documentation for JCAH. 2.) Establish work priorities, meet deadlines and suggest changes. 3.) Evaluate, plan, organize and provide proper supervision to subordinate employees. 4.) Communicate effectively both orally and in writing with a variety of staff and public from diverse educational, cultural, social and economic backgrounds. 5.) Perform complex clerical work with speed and accuracy. EXPERIENCE/QUALIFICATIONS: 1.) Six months in a medical records setting performing complex medical records duties, which may include diagnostic and disease coding, indexing and record analysis, preparation of written policies, procedures and correspondence and compliance with attorney legal requests and subpoenas. 2.) Successful completion of a post-offer, pre-placement physical abilities test. All employees within the Medical Records Specialist & Senior, Medical Records Coordinator position are required to provide physical assistance for all weight and frequency requirement needs of all job tasks in order to maintain a safe work environment. Employees must be physically capable of working in any of the job tasks within the Medical Records Specialist & Senior, Medical Records Coordinator position. WORK HOURS: Monday through Friday Flex schedule 8:00 a.m. to 5:00 p.m. UNION: Association of State, Federal, Municipal Employees, Optional Page 3

4 ENVIRONMENTAL FACTORS The following percentages are given in terms of an eight-hour workday: = Less than 1% Frequent = 34% - 66% Occasional = 1% - 33% Continuous = 67% - 100% ENVIRONMENTAL FACTORS MAXIMUM FREQUENCY 1. Unprotected heights: Not Applicable 2. Being around moving machinery: road traffic Not Applicable 3. Exposure to marked changes in temperature and humidity: Not Applicable 4. Exposure to dust, fumes, smoke, gases, or other irritating substances (specify): storage room dust 5. Driving material handling and cleaning equipment: Not Applicable 6. Exposure to excessive noise: Not Applicable 7. Exposure to radiant or electrical energy: Not Applicable 8. Exposure to solvents or chemicals: Not Applicable 9. Exposure to slippery or uneven walking surfaces: Not Applicable 10. Working below ground: basement Continuous 11. Unusual fatigue factors: Not Applicable 12. Working with explosives: Not Applicable 13. Excessive vibration: Not Applicable 14. Working with hands in water or other substance: Not Applicable 15. Working proximity: Alone - Closely with others - Not Applicable Continuous 16. Working inside: Continuous 17. Working outside: Not Applicable Page 4

5 FUNCTIONAL ACTIVITIES The frequency of the following activities may vary according to the physical requirements of the specific job tasks the employee may be required to perform at random intervals. The following percentages are given in terms of an eight-hour workday: = Less than 1% Frequent = 34% - 66% Occasional = 1% - 33% Continuous = 67% - 100% 1) PUSH: Pushing activities may require use of the back flexors and extensors in conjunction with bicep/tricep musculature Pounds: Occasional Pounds: Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required MAXIMUM FORCE: 15 Pounds Assistive Devices: 4-Wheeled Cart, Hand Truck. Additionally, one person assistance is available with forces greater than 15 pounds. Comments: Pushing is utilized with activities such as retrieving, returning, storing, adjusting, moving, and/or transporting equipment, and supplies (e.g. carts, doors). The employee exerts up to 15 pounds of force in a horizontal plane between waist to shoulder height of a distance up to 200 feet when performing job tasks (e.g. push up to 15 pounds of force to travel with carts; open/close doors, drawers, files, cabinets; push charts into storage). 2) PULL: Pulling activities may require use of the back flexors and extensors in conjunction with bicep/tricep musculature Pounds: Pounds: Pounds: Pounds: Pounds: Pounds: MAXIMUM FORCE: 15 Pounds Assistive Devices: 4-Wheeled Cart, Hand Truck. Additionally, one person assistance is available with forces greater than 15 pounds. Comments: Pulling is utilized with activities such as retrieving, returning, storing, adjusting, moving, and/or transporting equipment, and supplies (e.g. carts, doors). The employee exerts up to 15 pounds of force in a horizontal plane from waist to shoulder height of a distance up to 3 feet when performing job tasks (e.g. pull up to 15 pounds of force to travel with carts; open/close doors, drawers, files, cabinets; pull charts from storage). Page 5

6 Pushing is the preferred method of moving carts. 3) STAND-UP LIFT: Lifting from/to floor and waist height level Pounds: Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required MAXIMUM 5 Pounds FORCE: Assistive Devices: One person assistance is available with weights greater than 5 pounds. Comments: A stand-up lift is utilized with activities such as retrieving, returning, storing, adjusting, moving, and/or transporting equipment and supplies (e.g. boxes, charts, paper). The employee lifts items weighing between <1 pound and 5 pounds from/to 48 inches off the floor when performing job tasks (e.g. lift individual patient charts weighing less than 5 pounds; 5-pound ream of copy paper; armful stacks of miscellaneous charts; 3-ring binders). 4) LEVEL LIFT: Lifting weight from between waist height level and chest height level for a maximum horizontal distance of four feet Pounds: Occasional Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required MAXIMUM 5 Pounds FORCE: Assistive Devices: 4-Wheeled Cart, Hand Truck. Additionally, one person assistance is available with weights greater than 5 pounds. Comments: A level lift is utilized with activities such as retrieving, returning, storing, adjusting, moving, and/or transporting equipment and supplies (e.g. boxes, charts, paper). The employee lifts items weighing between <1 pound and 5 pounds from/to 48 inches off the floor when performing job tasks (e.g. lift individual patient charts weighing less than 5 pounds; 5-pound ream of copy paper; armful stacks of miscellaneous charts; 3-ring binders). 5) WEIGHT CARRY: Carrying weight between waist and chest height level beyond a distance of four feet Pounds: Occasional Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required MAXIMUM FORCE: Assistive Devices: 4-Wheeled Cart, Hand Truck. 5 Pounds Page 6

7 Comments: Weight Carry is utilized with activities such as retrieving, returning, storing, adjusting, moving, and/or transporting equipment and supplies (e.g. boxes, charts, paper). The employee lifts items weighing between <1 pound and 5 pounds between 5 feet and 200 feet when performing job tasks (e.g. carry individual patient charts weighing less than 5 pounds; 5-pound ream of copy paper; armful stacks of miscellaneous charts; 3-ring binders). 6) OVERHEAD LIFT/PULL DOWN: Lifting weight from/to chest and overhead height level 0-10 Pounds: Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required MAXIMUM 3 Pounds FORCE: Assistive Devices: A vertical ladder, step ladder or step stool is available to bring items to eye or shoulder level. Additionally, one person assistance is available with weights greater than 3 pounds. Comments: Overhead lift/pull down is utilized with activities such as retrieving, returning, storing, adjusting, moving, and/or transporting and supplies (e.g. charts). The employee lifts items weighing between <1 pound and 3 pounds to a maximum height of 72 inches when performing job tasks (e.g. reach and lift for patient charts stored on shelves). Variables to overhead reaching will be the employee s height and anthropometric reach. 7) OVERHEAD REACH: MAXIMUM Comments: Overhead reach is performed to a maximum height of 72 inches when retrieving, returning, storing, adjusting, moving supplies (e.g. patient charts). A ladder (appropriate height) or step stool may be utilized to bring items to eye or shoulder level. Variables to overhead reaching will be the employee s height and anthropometric reach. 8) FORWARD REACH: MAXIMUM Frequent Comments: Forward reach is performed to a distance of 28 inches when retrieving, returning, storing, adjusting, moving, and/or transporting equipment and supplies (e.g. reach lateral or forward for desk top work; copying; handling patient charts, 3-ring binders, miscellaneous documents). The degree of elbow extension required for reaching will vary according to the employee s anthropometric reach. 9) STOOPING: MAXIMUM Comments: Stooping is performed when retrieving, returning, storing, adjusting, moving, and/or transporting equipment and supplies (e.g. stoop to reach below waist height for patient charts stored on shelves). Variable to stooping will be the employee's height. Stooping of the head, trunk and knees can be minimized or avoided by substituting alternate positions of squatting, kneeling or bending when performing job tasks. Page 7

8 10) SQUATTING: (Unloaded) MAXIMUM Not Required Comments: Squatting is not required to perform job tasks. Squatting may be minimized or avoided by substituting alternate positions of bending or kneeling. Partial squatting is a preferred lifting posture. 11) REPETITIVE BENDING: MAXIMUM Occasional Comments: Bending forward at the waist is performed when retrieving, returning, storing, adjusting, moving, and/or transporting equipment and supplies (e.g. stoop to reach below waist height for patient charts stored on shelves). Maximum forward trunk flexion required is 60 degrees. Employee may avoid excessive forward bending of the trunk up to 80 degrees by using alternate positions of bending at the hips, kneeling, half kneeling, stooping, sitting or squatting. 12) TWISTING: MAXIMUM Comments: Twisting at the waist is performed when retrieving, returning, storing, adjusting, moving, and/or transporting supplies (e.g. twist for patient charts stored on shelves; employee supervision; work site observation; chart search). Twisting at the waist may be minimized by turning the whole body, including the feet and working from a swivel chair. 13) TURNING: MAXIMUM Comments: Turning is performed when retrieving, returning, storing, adjusting, moving, and/or transporting supplies (e.g. turn for patient charts stored on shelves; employee supervision; work site observation; chart search). 14) KNEELING: MAXIMUM Not Required Comments: Kneeling is not required to perform job tasks. Kneeling may be minimized or avoided by substituting alternate positions of bending, squatting, or half kneeling. 15) CRAWL: MAXIMUM Not Required Comments: Crawling is not required to perform job tasks. 16) STAIR CLIMB: MAXIMUM Not Required Page 8

9 Comments: Stair climb is not required in order to go to/from basement and the second story building. Public buildings provide elevators. Maximum number of 42 steps may be climbed. 17) LADDER CLIMB: MAXIMUM Comments: Ladder climbing is performed onto/off of safety ladders or steps to access supplies (e.g. charts) located 6 feet above floor level (e.g. patient charts located on shelves). Variables to overhead climbing will vary according to the employee's height and anthropometric reach. 18) WALKING: MAXIMUM Occasional Comments: Walking is performed when performing job tasks (e.g. walk to/from parking lot, collaborating agency(ies) and/or colleagues, business machines, storage room, payroll, court house). Walking length varies between 3 feet and 400 feet depending on job task. 19) SITTING: MAXIMUM Frequent Comments: Sitting is performed for a maximum of 120 minute intervals when performing job tasks (e.g. sit for desk work; driving vehicle; meetings). 20) STANDING: (Static) MAXIMUM Occasional Comments: Static standing is performed for a maximum of 5 minute intervals when operating equipment (e.g. stand to operate business equipment; customer service; chart search; interview with collaborating agency(ies) and/or colleagues). 21) BALANCE: MAXIMUM Occasional Comments: Good balance is required for safe walking, standing, climbing and lifting. 22) OPERATING HAND/FOOT CONTROLS: HAND: Right: Occasional Left: Occasional Both: Occasional Either: Not Required FOOT: Right: Occasional Left: Page 9

10 Both: Not Required Either: Not Required Comments: Hand controls are utilized to operate equipment (e.g. vehicle) when adjusting controls (e.g. driving vehicle). Foot controls are utilized to operate equipment (e.g. vehicle). 23) UPPER AND LOWER EXTREMITY COORDINATION: Simple Grasping: Firm Grasping: Fine Manipulation: Eye/Hand Coordination: Hand/Foot Coordination: Occasional Frequent Frequent Occasional Comments: Grasping and coordination activities are performed when retrieving, returning, storing, adjusting, moving equipment and supplies (e.g. desk top work, filing). Simple grasping is utilized to perform job tasks (e.g. lifting and manipulating objects weighing less than 5 pounds). Firm grasping is utilized to perform job tasks (e.g. lifting and handling objects weighing 5 pounds or greater). Fine manipulation is utilized to perform job tasks (e.g. keyboard, mouse key pads; handwriting, page turning, sorting, filing; purging projects). Eye/hand coordination is utilized to perform job tasks (e.g. keyboard, mouse key pads; handwriting, page turning, sorting, filing; purging projects; driving vehicle). Hand/foot coordination is utilized to perform job tasks (e.g. driving vehicle). Depending on individual hand dominance, one hand may be used more frequently than the other when performing job tasks. 24) NECK RANGE OF MOTION: Static neutral position: Flexing: Rotating: Extending: Frequent Occasional Occasional Comments: Neck movement is required when performing job tasks (e.g. desk top work, interviews, filing; driving). Participating in observation of work environment allowing for safe working conditions. Full cervical range of motion is required to safely perform the job tasks. END OF REPORT Page 10

11 Stanislaus County Job Task Analysis Enclosed are the results of the Essential and Marginal Functions of the Job Task Analysis that were obtained for the position of Medical Records Specialist & Senior. Please note the specific summary of maximum weight and frequency requirements of the definitions as follows: Stanislaus County Job Task Analysis Summary Medical Records Specialist & Senior Functional Activities Push (Force) 1 Pull (Force) 1 Stand Up Lift 1 Level Lift 1 Weight Carry 1 Overhead Lift/Pull Down 1 Overhead Reach 1 Forward Reach 1 Stooping 1 Squatting (Unloaded) Repetitive Bending 1 Twisting Turning Kneeling Crawl Stair Climb Maximum Requirements 15 pounds 15 pounds 5 pounds 5 pounds 5 pounds 3 pounds Frequent Not Required Occasional Not Required Not Required Not Required 1 Essential functions required while performing the critical demands of the job.

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