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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