CS-214 Position Description Form
|CS-214 | | 1. Position Code |
|REV 1/2006 | |WRDPASTAA70R |
| |State of Michigan | |
| |Department of Civil Service | |
| |Capitol Commons Center, P.O. Box 30002 | |
| |Lansing, MI 48909 | |
|Federal privacy laws and/or state confidentiality |POSITION DESCRIPTION | |
|requirements protect a portion of this information. | | |
|This form is to be completed by the person that occupies the position being described and reviewed by the supervisor and appointing authority to ensure its |
|accuracy. It is important that each of the parties sign and date the form. If the position is vacant, the supervisor and appointing authority should complete|
|the form. |
|This form will serve as the official classification document of record for this position. Please take the time to complete this form as accurately as you can |
|since the information in this form is used to determine the proper classification of the position. THE SUPERVISOR AND/OR APPOINTING AUTHORITY SHOULD COMPLETE |
|THIS PAGE. |
| 2. Employee’s Name (Last, First, M.I.) | 8. Department/Agency |
| |Department of Corrections |
| 3. Employee Identification Number | 9. Bureau (Institution, Board, or Commission) |
| |Bureau of Health Care Services |
| 4. Civil Service Classification of Position | 10. Division |
|Word Processing Assistant A (WPA-8) |Health Care Administration |
| 5. Working Title of Position (What the agency titles the position) | 11. Section |
|Medical Transcriptionist |Duane Waters Health Center |
| 6. Name and Classification of Direct Supervisor | 12. Unit |
| |Health Information Services Department |
| 7. Name and Classification of Next Higher Level Supervisor | 13. Work Location (City and Address)/Hours of Work |
| |3857 Cooper Street, Jackson Michigan |
| |8:00 a.m. -4:30 p.m. |
| 14. General Summary of Function/Purpose of Position. |
|The primary function of the Medical Transcriptionist (actual job title) with a Civil Service title of Word Processing Assistant is to transcribe physician |
|dictation for inmates within the MDOC in an accurate and timely manner. Medical Transcriptionists need a practical knowledge of medical terminology, |
|including anatomy, physiology, disease processes, pharmacology, laboratory medicine for proper interpretation and the internal organization of the medical |
|report they are transcribing and have an above average knowledge of English grammar and punctuation as well in order to correctly interpret the author’s |
|intent. Because of the unique requirements needed to perform these duties, it is necessary for one of the three positions in this department to train new |
|employees and oversee the work flow of the department as well as troubleshoot problem areas to resolve problems to ensure smooth and timely flow of work. This|
|position must work efficiently with minimum supervision and possess the ability to multi-task and work under pressure with time constraints imposed by |
|department policy. This position works 100% within the secure perimeters and is subject to drug and alcohol testing. |
|For Civil Service Use Only |
| 15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done to complete each duty. |
|List your duties in the order of importance, from most important to least important. The total percentage of all duties performed must equal 100 percent. |
|Duty 1 |
|General Summary of Duty 1 % of Time 65 |
|Operates various computer/software programs on a daily basis to complete a variety of inmate medical reports dictated by Medical Service Providers within the |
|MDOC. |
|Individual tasks related to the duty. |
|Transcribes the following dictated reports: |
|-Radiology reports |
|-History and physicals |
|-Consultation reports (Specialties include Infectious Disease, Urology, Nephrology, Podiatry, Orthopedic, Audiology, |
|Oncology) |
|-EMG’s |
|-Ultrasounds |
|-Liver biopsy procedures |
|-Discharge summaries. |
|-Operative reports. |
|-Memorandums |
|-Letters. |
|-Emergency Room Reports. |
|-Other reports as assigned. |
|Proofreads transcribed medical reports to recognize, interpret and evaluates transcriptionist an/or author inconsistencies, discrepancies and inaccuracies in |
|medical dictation and will appropriately clarify, flag and/or report them as needed. This also includes checking reports for adherence to MDOC policies and |
|procedures and identifying and flagging potential risk management situations. |
|Places completed transcribed report into appropriate patient MDOC electronic health record. |
|Forwards informational copies to requesting physicians, inpatient paper charts (if necessary). |
|Makes copies for other departments per request for continuation of patient care. |
|Forwards paper signed originals (if necessary) to the inpatient or outpatient medical record. |
|Makes transcription error corrections to reports as directed by author. |
|Copy finalized reports MDOC electronic health record. |
|Duty 2 |
|General Summary of Duty 2 % of Time 10 |
|Assigns daily work as required by department policy via 3M dictation system. Maintains and updates as necessary physicians and dictation templates in the 3M |
|dictation system. |
|Individual tasks related to the duty. |
| |
|Prioritize daily work assignments according to department guidelines. |
|Maintain the 3M dictation system; i.e. assigning new user passwords, training new users/dictators on the 3M dictation system. |
|Duty 3 |
|General Summary of Duty 3 % of Time 5 |
|Payroll |
|Individual tasks related to the duty. |
|Collects all timesheets for assigned staff. |
|Ensures timesheets are accurate and signed appropriately. |
|Processing bi-weekly payroll per HR guidelines for TKU #395. |
|Duty 4 |
|General Summary of Duty 4 % of Time 5 |
| |
|Copy and send Radiology Log Sheets at end of month to Dr. Henderson |
|. |
|Individual tasks related to the duty. |
|After coping the log sheets for the month, place in envelope and write Dr. Henderson’s name on front and make note on enveloped that it is to be delivered via |
|Garcia Lab and take envelope to front desk switchboard at DWH. |
|Duty 5 |
|General Summary of Duty 5 % of Time 5 |
|Creating/maintaining physician information directory |
|Individual tasks related to the duty. |
|Report is available to print from 3M/ |
|Duty 6 |
|General Summary of Duty 6 % of Time 10 |
|Training of new word processors/medical transcriptionist. |
|Individual tasks related to the duty. |
|Trains new employees in the proper use of the dictation equipment, and the various computer programs and work formats required to perform this job. |
|Assists new employees in understanding proper use and application of medical terminology and medical reports and at times assisting with interpretation of |
|difficult hard-to-understand dictation. |
|Corrects reports of new staff to monitor effectiveness of training and abilities. |
|Turns in corrected reports to supervisor and reports progress of new staff. |
|Other assigned job related duties as instructed by the Supervisor of the Medical Records/Transcription Department. |
| 16. Describe the types of decisions you make independently in your position and tell who and/or what is affected by those decisions. Use additional sheets, |
|if necessary. |
|Assigning and prioritizing work according to the need. Making sure that departmental standards are met. |
|Training of new employees and reviewing their work. |
|Trouble shooting and resolving problem areas with dictation templates and 3M dictation system. |
|Address equipment problems and reporting them to my supervisor/Director of Medical Records. |
|Addressing 3M dictation website problems and coordinating resolution of problems with appropriate staff, including 3M Help Desk staff and coordinating |
|appropriate changes/upgrades needed to the system with 3M staff and designated DTMB staff. |
|Forwarding any upgrade information emails from 3M Dictation staff to appropriate staff (i.e. designated DTMB staff, other transcriptionists and supervisors). |
|Maintain a professional environment for medical staff, hospital staff, and co-workers, etc. |
| 17. Describe the types of decisions that require your supervisor’s review. |
|Notify supervisor of any problems with the Medical Staff or other co-workers. |
|Make supervisor aware of any major 3M dictation system failures that would affect physician dictation and/or transcription regular daily work progress. |
|Notify supervisor of any Quality/Risk Management Issues. |
| |
| 18. What kind of physical effort do you use in your position? What environmental conditions are you physically exposed to in your position? Indicate the |
|amount of time and intensity of each activity and condition. Refer to instructions on page 2. |
| |
|Prolonged sitting/standing, This position is inside a maximum security facility |
| 19. List the names and classification titles of classified employees whom you immediately supervise or oversee on a full-time, on-going basis. (If more than |
|10, list only classification titles and the number of employees in each classification.) |
|NAME |CLASS TITLE |NAME |CLASS TITLE |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| 20. My responsibility for the above-listed employees includes the following (check as many as apply): |
|Complete and sign service ratings. Assign work. |
|Provide formal written counseling. Approve work. |
|Approve leave requests. Review work. |
|Approve time and attendance. Provide guidance on work methods. |
|Orally reprimand. Train employees in the work. |
| 21. I certify that the above answers are my own and are accurate and complete. |
| |
|Signature Date |
NOTE: Make a copy of this form for your records.
|TO BE COMPLETED BY DIRECT SUPERVISOR |
|22. Do you agree with the responses from the employee for Items 1 through 20? If not, which items do you disagree with and why? |
|Yes |
| 23. What are the essential duties of this position? |
|See above. |
| 24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. |
| |
|This position requires specialized training and skill and is a hard to recruit position. It is a WPA 8 Lead Worker position, and directs the other |
|transcriptionists in the department as described above. Therefore, the person filling this position would need to possess, at minimum, medical terminology and|
|have experience in transcribing dictation from MDOC medical providers. |
| |
|This position requires advanced knowledgeable in medical terminology/medical report format composition within the Transcription Department. They require a |
|full understanding of web based dictation system in order to avoid major system glitches, as these reports must be transcribed within specific guidelines per |
|department policy and must be available within specific timelines on MDOC Patient electronic record for continuation of care. . |
| 25. What is the function of the work area and how does this position fit into that function? |
| |
|Medical Transcriptionists are a language specialist who interprets and transcribes dictation by physicians and other health care professionals regarding |
|patient assessment, work-up, therapeutic procedures, clinical course, diagnosis, prognosis, etc., in order to document patient care and facilitate delivery of |
|health care services. Medical Transriptionists need a practical knowledge of medical language, anatomy, physiology, disease processes, pharmacology, |
|laboratory medicine and the internal organization of medical reports. They must also have an above average knowledge of English grammar and punctuation in |
|order to correctly interpret the author’s intent. This position must work efficiently with minimum supervision and possess the ability to multi-task and work |
|under pressure with time constraints imposed by department policy. |
| 26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position. |
|EDUCATION: |
| |
|High School education or GED for the Civil Service WPA 8 classification. However, medical transcriptionists are now required to complete a two year course at|
|a community college/technical college (Associate’s Degree). |
|EXPERIENCE: |
|Two years of office experience requiring the use of computer |
|Two years experience as a medical transcriptionist is a must. |
|Ability to type 75 words per minute. |
|Advanced knowledge of medical terminology |
|KNOWLEDGE, SKILLS, AND ABILITIES: |
| |
|Advanced knowledge of Medical terminology |
|One year of working with a computer on daily basis and understanding computer programs. |
|One year of operating dictation equipment as well as working from a web based dictation program. |
|CERTIFICATES, LICENSES, REGISTRATIONS: |
|Certificate in Medical Transcription desired but not required |
|NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position. |
| 27. I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities |
|assigned to this position. |
| |
|Supervisor’s Signature Date |
|TO BE FILLED OUT BY APPOINTING AUTHORITY |
| 28. Indicate any exceptions or additions to the statements of the employee(s) or supervisor. |
| 29. I certify that the entries on these pages are accurate and complete. |
| |
|Appointing Authority’s Signature Date |
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