Medical Records Technician

Colorado State University
Fort Collins, Colorado, United States
08 Apr 2018
End of advertisement period
06 May 2018
Contract Type
Full Time

Description of Work Unit

CSU Veterinary Teaching Hospital

The mission of the CSU VTH is to educate the next generation of veterinarians by providing exceptional veterinary care and service to the community every day. This unit exists to provide administration and direction for the Veterinary Teaching Hospital; insure quality clinical service for our veterinary medicine students, to the general public, referring veterinarians and research endeavors.

Medical Records Unit

The purpose of this work unit is to develop and certify the veterinary medical records at the Veterinary Teaching Hospital and to provide veterinarians, clients, and veterinary students with the most accurate and current information for health teaching, and research purposes, while assuring confidentiality at a level which reflects the overall mission of the VTH.

Position Summary

The Medical Records Tech compiles, analyzes, and manages data for the Veterinary Teaching Hospital (VTH) and the Department of Clinical Sciences of the CVMBS in compliance with legal and hospital stipulations pertaining to the veterinary medical records. In addition, this position works to ensure completeness and accuracy of the record through record assembly and monitoring the validity of the data. Additional duties are to aid and assist VTH doctors and staff navigating through the electronic medical record system. This position also provides training, guidance and assistance to work study and student hourly employees in Medical Records as well as, veterinary students and clinicians.

Minimum Qualifications

One year of full-time experience with electronic medical record systems within an animal or human medical setting (clinic and/or hospital).



Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

  • Medical record experience within a veterinary hospital.
  • Strong attention to detail and ability to maintain focus.
  • Knowledge of AAHA requirements.
  • Demonstrated experience maintaining records while upholding policy and procedures.
  • Ability to take initiative.
  • Verbal communication skills with the ability convey information and ideas in a way that others will understand.
  • Demonstrated experience organizing, planning, and prioritizing work.

Essential Job Duties

Job Duty Category Analyzing and Assembling Records Duty/Responsibility

  • Assemble and analyze animal medical records by collating clinician’s written summaries, laboratory data, correspondence and other pertinent medical forms.
  • Verify completeness of new and existing medical records by using established guidelines for assembly in compliance with legal requirements.
  • Perform quality assurance and monitoring.

Percentage Of Time 50% Job Duty Category Record Completion Duty/Responsibility

  • Appropriately notifying clinicians of missing required medical information in the patient record. This is done according to AAHA requirements and VTH medical records’ policies and procedures.
  • Request completion of pending lab data from other departments in order to assure completeness of the medical record.
  • Respond to clinician questions concerning the patient’s medical record in an appropriate and professional manner. Once the clinician has successfully completed the necessary components, the record will be assembled accurately.

Percentage Of Time 25% Job Duty Category File Maintenance and Organization Duty/Responsibility

  • Locate, assemble, and deliver records for upcoming appointments.
  • Match lab data accurately to files, printing appropriate lab data to complete record and place the reports in the correct location in the medical record. If the incorrect lab data has been placed in the file, follow the appropriate steps to clarify the mistake and make the record as accurate as possible. If the record has been coded, confirm that the lab data has been coded.
  • Request finalization of pending lab data and necropsy reports and match them in the medical record.
  • Appropriately filing miscellaneous paperwork, making certain paperwork is not duplicated or incorrectly filed.

Percentage Of Time 15% Job Duty Category Client Information Request / Communication Duty/Responsibility

  • Appropriately responding to request for patient records from clients, clinics, and accepted legal parties. This includes accurately copying the record according to hospital policies.
  • Obtain proper authorization from the necessary individuals/parties in order to release the records.
  • Accurately completing the request by sending the record via fax, email, us mail or client pick up. The transfer of the records is logged according to the medical records service guidelines, adhere to hospital policies, and procedures to ensure confidentiality.
  • Serve as backup support to phone calls regarding medical records.
  • Other duties as assigned.

Percentage Of Time 10%

Special Instructions to Applicants


  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.
  • Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience.
  • The APPLICATION is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.


  • If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.
    • An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
    • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
    • Positions requiring a degree or if using education as a substitution for work experience (eg: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.


  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.
  • Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.
    **Please see the Required Documents section of the posting.


  • The selection process for State Classified positions may include an exam(s), which requires candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
  • Pertinent updates to your Application status can be obtained by logging into your application account at


  • Please check the Help link online at for assistance on your application or for answers to Frequently Asked Questions.
  • All other inquiries should be directed to the Colorado State University Human Resources Office

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Executive Director of Human Resources and Equal Opportunity, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

Employment and Appeal Rights

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at

A standard appeal form is available at: If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.