Position:             Patient Records Assistant                                                                                            
Reports to:         Patient Care Manager
                            Director of Administrative Services
                            Chief of Internal Operations
FLSA Status:      Non-Exempt

General Scope of Work:  This position will be responsible for the receipt, sorting and entering of all incoming patient orders to the Patient Care Department.  In addition, they will be responsible for the entry of wholesale orders in the SMS Patient Portal,  maintenance of required images and reports for all Retail scans, as well as assisting the department with any other needs that may arise to ensure the successful completion of the department workflow.


  1. Maintains order inbox; entering and processing orders timely
    1. Prioritizes incoming orders by date of exam
    2. Enters all incoming orders into the SMS Patient Portal
  2. Enters wholesale orders into the SMS Patient Portal
  3. Confirms receipt of retail patient images and reports  on a timely basis, and follows up with regional representatives and scanners as needed when images and reports are not received
  4. Processes requests from external parties for copies of images or reports – including burning CD and shipping CDs and/or reports
  5. Requests prior images from outside facilities on behalf of the reading radiologists
  6. Assists as needed with contacting physicians’ offices to obtain missing documentation to complete orders, if necessary; this may include calling to obtain the actual order in case the original “order” was called in
  7. Assists with the maintenance of patient files as needed
  8. Assists with patient file audits as needed
  9. Assists Patient Care Department with any other needs that may arise to help ensure the continued progression and completion of the departmental workflow

The job description reflects management assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.   



  1. High school diploma preferred


  1. Proven customer service skills
  2. Prior data entry experience
  3. Able to work in a high volume/fast-paced environment
  4. Ability to work with sensitive and confidential information
  5. Operating knowledge of personal computers and MS Windows applications (including Word, Excel and Outlook)
  6. Must be able to interact with patients, physicians and SMS team members in a responsible, professional and ethical manner
  7. Prior experience with working in a medical clinic a plus
  8. Must be able to function effectively in a team-oriented environment
  9. Must be able to work independently with limited direction
  10. Must be reliable and demonstrate sound judgment and initiative
  11. Posses a high degree of accuracy in work output
  12. Ability to self motivate

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. Sits, stands, and walks intermittently throughout the day
  2. Regularly required to talk and listen to others in person and over the phone
  3. Frequent use of hands to type, write, handle or touch objects or controls
  4. Occasionally required to climb, stoop, bend, kneel, crouch, and reach above shoulders
  5. Occasionally lifts weights up to 20 lbs
  6. Specific vision requirements for this position include close vision, distance vision, and the ability to adjust focus


  1. Performs most duties under artificial lighting, with some daylight from windows or doors.
  2. Most work is performed over the phone with use headset.
  3. Building is air conditioned during the summer months and heated during the winter season.
  4. Building has both carpeted and tiled floors.

Acknowledgements - My signature below indicates my acknowledgement of the following:

  1. I have received and reviewed this position description. 
  2. I understand the position description and the essential functions that are stated above.
  3. I understand that this is not an all-inclusive list of duties for this position.  I will perform these duties as well as other duties as directed by my supervisor and management.
  4. At-will status: Employment with SMS is “at will” which means I am free to resign at any time for any or no reason, with or without notice or cause.  Similarly, SMS may terminate the employment relationship at any time, for any or no reason, with or without notice or cause except as otherwise provided by law.
  5. I take responsibility for maintaining any, and all, credentials or training courses as required by SMS or State Code.
  6. I take responsibility for attending all scheduled staff meetings.
  7. I am able to perform the essential functions indicated above, with or without reasonable accommodation.  If I believe an accommodation is necessary for me to perform the essential functions of this position, I will advise Shared Medical and I will cooperate with it to analyze effective and reasonable accommodations.

209 Limestone Pass
Cottage Grove, WI 53527
An Employee Owned Company
Equal Opportunity/Affirmative Action Employer


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