MERCY HEALTH
POSITION DESCRIPTION
Health Information Clerk
Contract Part-Time
Core Mercy Values:
Compassion, Hospitality, Respect, Innovation, Stewardship, Teamwork
Position title:
Health Information Clerk
Employee name:
Entity/Group:
Mercy Hospital for Women
Date:
Business Unit/Department:
Health Information
Services
Deputy Manager, Health
Information Services
Positions reporting to
this one:
Position reports to:
Position Purpose:
Qualifications:
Resource management:
Mercy Health
Nil
Manager, Health
Information Services
To provide an optimal service to all internal and external customers by ensuring that on discharge,
medical records are assembled according to a pre-determined order and are readily available in a
timely and efficient manner. To be a valuable member of the HIS team, participating in quality
management studies aimed at improving HIS service, systems and procedures towards better
internal and external HIS customer service.
Minimum Year 12. Completion of a Medical Terminology course is preferred but not essential.
Total staff management (FTE):
Annual Operating Expenditure:
Annual Capital Expenditure:
N/A
Health Information Clerk
1
Personal Competencies required
 Ability to work alone and as part of a team
 Ability to use initiative and be self motivated
 Ability to be flexible and adapt to change
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 To be highly efficient and organized
 Sound communication and interpersonal skills
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Key Result Areas
 Demonstrates and upholds the
Values and Mission of Mercy
Health.
Job Competencies Required
Understanding of terminal digit filing or other filing system
Knowledge of a patient administrative system
Knowledge of computer software packages such as the
Microsoft office suite
Ability to liaise with all levels of clinical and non-clinical staff
Previous experience in a hospital or administrative setting
Key Activities
 Ensure the values of Mercy Health
are incorporated into daily work
practices for all staff.
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 HIS Reception.
 Provide coverage for HIS reception

daily any other requested or rostered
times.
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Mercy Health
Standard Measures
Be compassionate and provide support to staff
and customers.
Consistently shows respect and values each
person’s dignity.
Seeks opportunities to be innovative for
improvement.
Communicates openly and honestly as an
effective team member.
Answer telephone requests for medical records
and other information. Attend to and provide
assistance to all internal and external customers
who present to the department.
Update the medical record tracking system
when providing medical records.
Organize for records to be delivered to Patient
Services and Emergency Departments.
Prioritize record requests for patient
attendances.
Health Information Clerk
2
Key Result Areas
 Filing.
Key Activities
 Daily filing of allocated hard cover
filing bays.
 Daily filing of allocated pathology,
radiology, correspondence and any
other loose forms, as per order of
forms document, ensuring results
match the correct corresponding
patient record.
 Compiling Medical Records.
 The forms for all inpatient episodes
are filed within the record, in the
correct order and section.
 All inpatient records are compiled
within 5 working days at the end of
each month.
 Pathway Filing.
 All pathways are filed in the correct
medical record.
 All pathways are filed in the correct
section of the medical record.
 Splitting of medical records
 Split large medical records into
multi-volume records
Mercy Health
Standard Measures
 Accurate terminal digit filing of hard cover
medical records in primary file.
 Locate the correct medical record in primary file
and accurately file any loose pathology,
radiology, correspondence and any other loose
filing in the correct corresponding patient record.
 Utilize the medical record tracking system to
locate any medical record internal or external to
the department required for insertion of any
document filing.
 Responsible for collecting medical records of
discharged patients from the Admissions /
Discharge area, and updating location details on
Tracking System.
 Responsible for compiling the medical record
forms into the prescribed order, filling out the
deficiency sticker, and once compiled, updating
the Tracking system with the new location and
moving the records to their appropriate location.
 Records meet the required standard to assist in
furthering patient care.
 Sort the Pathways into terminal digit order.
 File the pathways in the correct section of the
medical record.
 Use medical record tracking system to update
tracking location.
 Create a new medical record cover for the
multivolume
 Move the most current patient notes to the new
volume
 Ensure both records are updated with stickers,
closed record sheets and volume number on the
spine of the record
Health Information Clerk
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Key Result Areas
Key Activities
 Tracking and processing of
medical record returns.
 Provide assistance to the
Deputy Manager and Manager,
HIS.
 Takes reasonable care to
protect the health and safety of
themselves, fellow staff and
others in the workplace.
 Tracking back of any records
returned internal or external to HIS
to accurate HIS location.
 Medical record tracking system
shows the correct location.
 Department objectives are met
within required timeframes.
 Complete incident reports.
 Elect and support health and safety
representatives.
 Contribute to risk assessments.
 Participate in training and meetings
regarding safety.
Employee’s
Signature:
Standard Measures
 Use medical record tracking system to update
tracking location.
 All tracked back records are tracked accurately
filed in the correct internal HIS locations (i.e.,
compiling, typing, coding, doctor’s boxes etc).
 Accurately designate tracked records within their
tracked record location.
 Undertakes appropriate duties, as directed by
Deputy Manager and or Manager, Health
Information Services.
 Supports Office Manager, Manager, HIS in
achieving department objectives.
 Reports hazards, near misses and injuries
immediately.
 Uses personal protective equipment.
 Comply with risk management policies and
procedures and instruction.
 Attend all safety meetings and training sessions.
Date:
Print Name:
Line Manager
Signature:
Print Name:
Mercy Health
Date:
Kathryn Joiner
Health Information Clerk
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