RECORDS SUPERVISOR - Medical Examiner's Office

Summary

Assists with complex questions and provide administrative support for problems or issues for Records staff. Acts as liaison or department representative for government agencies, law enforcement, clients, other departments, and/or vendors. Ensures data is entered correctly into the LIMS system, including sensitive/graphic information. Attends meetings and testifies in court. Coordinates with the Records Secretary on personnel and training issues, implements new policies and procedures for Records Department.

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Essential Duties and Responsibilities

• Maintains all records of the Medical Examiner’s Office to ensure recordkeeping and digital preservation, as custodian for multiple counties. Ensures data is entered correctly into the LIMS system, including sensitive/graphic information.
• Reviews and analyzes incoming requests for records, photos, and/or X-rays. Prepare records for release to area hospitals, law enforcement agencies, record companies, media, DA’s, attorneys, and Grand Juries. Burns photo and X-ray CDs. Ensures releases of records are within deadlines as defined by law.
• Prioritizes daily scanning workflow and ensures that records are properly scanned, including those received from outside agencies/3rd party agencies, including hospital records, police reports, tissue service reports and various agencies.
• Appears in court when/if subpoenaed to produce requested records.
• Responds to routine requests for information from law enforcement agencies, judges, attorneys, general public, funeral homes, families, insurance companies, various agencies.
• Maintains and monitors spreadsheets for all records requests. Notate appropriate cases where fees are collected.
• Prepares charts for incoming Medical Examiner cases.
• Assemble and prepare records for affidavits and subpoenas as requested by attorneys, pertaining to civil, federal, or civil cases, with close attention to deadlines.
• Notarizes documents for Records Department and other departments.
• Request and maintain supplies for Records Department through Business Office. Recommends changes to the budget.
• Assist Records Secretary with complex questions, problems and issues from Medical Examiner personnel, government agencies and the public.
• Receive, scan, and forward checks/fees for reports, photos, X-rays, CDs, to Business Manager as part of Receivables team. Track on spreadsheet including monthly toxicology service coding.
• Interviews and hires job applicants for Records staff positions.
• Train Records staff on Records-related duties, TCME Records policies/procedures and audits work of Records staff.
• Notifies individuals within the Medical Examiner’s office regarding missing information on Medical Examiner case documents.
• Attends department head meetings. Participates in decision-making regarding Records Department.
• Analyzes and tests new software and upgrades to existing software.
• Supervises, trains, and monitors workflow of the daily operations of the Records Secretary. Approves timecards / time entry.
• Coordinates Records personnel matters and completes Records staff annual evaluations.
• Performs all other duties as assigned to assist the Records staff.

Minimum Requirements

NOTE : You must fill out the work history and education sections of application to show you have years of experience/education as required by hiring department or be disqualified.

• High school diploma or GED AND Five (5) full-time years of experience in managing records and dealing with local court system. (Subpoena experience preferred)

• Knowledge of medical terminology, able to speak and correspond confidently and assist with decision making and problem solving.

• Current notary preferred or be able to obtain within one (1) year.

• Employee has familiarity with medical and legal definitions/language, and interpersonal skills.
  

If hired, must provide proof of educational attainment at new hire processing.