RECORDS ASSISTANT

Current Employees:

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The University of Miami Health System Department of Radiology has an exciting opportunity for a Records Assistant to work in Miami. The incumbent compiles, scans, and organizes various records for the assigned department(s). This position ensures record confidentiality and compliance with all applicable standards and regulations.

CORE JOB FUNCTIONS                                                                                                     

• Compiles, scans, and organizes records and ensures they are up to date and filed appropriately.

• Reviews and addresses any requests for records.

• Retrieves records and coordinates dispersal of information to appropriate departments.

• Reviews accuracy and completeness of records, notifies appropriate staff of potential issues, and performs corrective actions to ensure information is accurate and current.

• Makes photocopies of records to be scanned.

• Assists in purging outdated records.

• Maintains confidentiality of all records.

• Adheres to University and unit-level policy and procedures and safeguards University assets.

Department Specific Functions

• Support the workflow at the UM Imaging counters to import/export digital studies, documents to/from PACS or UChart and process film jacket/CDs requests via telephone, fax and/or in person.

• Utilizes UChart-Radiant (RIS) and/or Picture Archive Communication Systems (PACs) to import or export digital images and report data.

• Fulfill digital imaging record inquiries via in person, fax, telephone, subpoenas, and legal requests.

• Retrieve messages from voicemail in a timely manner. 

• Resolve radiology exceptions in PACS. Maintains accurate and complete clerical systems and records.

• Works closely with physicians and serves as department liaison supporting all clinical areas.

• Oversees the release of digital information and ensures the availability of records to the patients, physicians and clinical staff for all studies and procedures.

• Manage document services with records retention vendor.

• Support the workflow at the counter to receive and process film jacket/CDs requests for the counter and/or ancillary areas via telephone, fax and/or in person. 

• Ensures a high degree of customer satisfaction by consistently adhering to our DIRECCT values.

• Assist with the department onboarding and training of staff.

• Complies with the hospital requirements, Joint Commission for Accreditation of Healthcare Organizations, State requirements and works closely with the HIPAA Privacy Office to ensure HIPAA compliance.

• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with university policies and procedures. Ensures employees are trained on controls within the function and on university policy and procedures.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                    

Education:

High school diploma or equivalent

Experience:

Minimum 1 year of relevant experience preferred

Knowledge, Skills and Attitudes:

• General knowledge of office procedures and operations.

• Ability to accurately prepare and maintain records, files, reports and correspondence.

• Ability to understand and follow instructions.

• Skill in completing assignments accurately and with attention to detail.

• Ability to process and handle confidential information with discretion.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, t