by Belinda Simon

Created on: September 15, 2010   Last Updated: September 16, 2010

Medical record departments are vital to both public and private hospitals. Depending on the size of the hospital and the department, and whether they use paper records or electronic health records, the jobs will vary accordingly. Some of the jobs found in a medical record department are the manager, assembly clerk, transcriptionist, receptionist, medico-legal clerk, coding/technician, and filing clerk. There may be others such as a clerical coordinator, a medico-legal or coding manager. Smaller hospitals with fewer staff will have their staff performing multiple roles.

All medical record staff must adhere to patient confidentiality and record security. All staff requires some basic skills such as good verbal and written communication, attention to detail, computer/technology skills, and the ability to work well within a team. Individual job skills particular to each role are also required.

Receptionist

The receptionist needs a pleasant telephone manner, be able to guide and assist visitors to the most suitable staff member, be professional and courteous, and uphold confidentiality. A medical record receptionist may need to assist others in the department when necessary.

Transcriptionist

The knowledge of medical terminology is necessary to be a medical transcriptionist in medical records. The transcriptionist may need to type letters dictated on a transcribing machine or speech recognition software. Knowledge or experience using these products would be an advantage. Fast, accurate typing and familiarity with medical record procedures are other necessary skills.

Assembly/filing clerk

A filing clerk needs to know how terminal digit filing works. This is the filing system used by most medical record departments. They should also have the ability to concentrate and work methodically. An assembly clerk collates paper health records into the correct order. Particular attention needs to be paid to detail to ensure accuracy.

Enquiry clerk

An enquiry clerk spends their day processing requests from other hospitals, doctors, and clinicians. This clerk must maintain the confidentiality of the patient while ensuring they receive the medical care they need. The enquiry clerk must be familiar with photocopying and facsimile machines, and have a pleasant, professional telephone manner.

Medico-legal clerk

The skills most needed by a medico-legal clerk are the working knowledge of laws and procedures concerning compliance with subpoenas, Freedom of Information, guidelines for

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