RECORDS SECRETARY - Medical Examiner

Clerical Assistant

Performs assigned clerical work such as document processing and recordkeeping, assisting in the daily operations of the Medical Examiner's Office. This work may be varied and may involve simple analysis, problem solving and clerical skills.

Essential Duties and Responsibilities

• Prepares and makes case folders for incoming cases.
• Receives records for jurisdictional and non-jurisdictional counties, verifying each page for case number and scans into digital format for Crypt database, either as digital media or do not release digital media. Being exposed to blood/fluids on documents, graphic documents/photographs. Sends email notification to the appropriate medical examiners regarding availability of the records.
• Answers customer questions via telephone, i.e., fees, forms, case information. Answering emotional and highly sensitive phone calls. Entering and exiting mortuary hallways.
• Codes and binds chart daily. Scans documents from file into digital format to maintain for storage.
• Makes copies as required.
• Files and maintains completed case files in an orderly sequence by county.
• Prepares records for permanent storage including pulling and boxing records and entering information into the document management system.
• Utilizes the OnBase system to order files requested by doctors and secretaries or for filling incoming records.
• Maintains a log of files that have been bound.
• Ensures service requests are completed in Crypt for charts requested from doctors and secretaries. Maintains a record log for incoming and outgoing files.
• Assumes duties of the Records Manager in his/her absence.
• Performs other related duties as assigned.

Minimum Requirements

• High school diploma or equivalent.
• Two (2) years of general clerical experience required, preferably in a medical environment, and experience filing hard copy documents.
• Must be familiar with medical terminology, preparing electronic files, and filing records in a web-based information system.
• Must be able to work with physicians and hospital staff.
• Must have computer skills including a working knowledge of Microsoft programs, especially word processing and spreadsheet.

Physical Demands and Work Environment & Other Requirements

While performing the duties of this position, the incumbent is regularly required to sit, stand, walk, stoop, lift, reach, and bend.

Tarrant County District Attorney Phil Sorrells