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Medical record administrator


The following tasks are completed by Medical record administrators. The following are duties expected but not limited to:

Normal duties

  • light duties as outlined below
  • generating lists of research charts using computer system (data entry)
  • pulling medical records from primary and secondary storage areas (approximately 70 per day) including tracking charts on computer system (involves data entry / use of bar code scanner)
  • records placed in relevant shelving / pigeon holes for review or collection
  • picking up medical records from perusal room and processing back to file using the computer system. Filing of medical records back in primary storage area (involves use of trolley and filing of large numbers of medical records)
  • processing medical records received from ward and clinic areas; and filing of same (involves lifting of records from shelves to trolley and trolley to file).

Light duties

  • sorting loose leaf pathology into terminal digit order ready for filing
  • checking chart locations using computer system on backlog of loose leaf filing and distributing
  • filing relevant loose leaf filing into arch lever files (involves getting existing arch lever files off the shelf)
  • medical record chart splitting of over-sized volumes
  • stamp and fold medical record chart covers – assistance placing on work bench
  • pathology filing – single charts (primary and secondary storage)
  • H-request assistance to retrieve charts from other areas
  • reception relief and release of information requests.

Suitable duties

  • goals must be clear, realistic and achievable
  • must have 'buy-in' from the worker
  • worker helps to set the goals, and must be answerable if goals are not met (this allows barriers to RTW to be identified at an early stage and obstacles overcome)
  • workers need to understand they have an obligation to participate in rehabilitation and RTW as per Section 232 of the Workers' Compensation and Rehabilitation Act 2003 (the Act).

Return to work suggestions

Worker can begin with light duties and include more tasks as their capacity for work changes. We'll work with all parties, including the treating medical provider, employer and worker to ensure everyone is aware of where the worker is with their rehabilitation and stay at, or return to work.

Note: some tasks are dependent on worker's injury and capacity, and some tasks may require the assistance of a co-worker.


Return to work can begin at home for those having difficulty with transport, medication or the injury prevents them from returning to work.

If the worker needs to take a break from work, they're rehabilitation can still begin at home. Tasks can include:

  • video on safety issues can be viewed (lying in bed if injury type requires)
  • computer-based programs, CDs or DVD on work-related subjects
  • phone-based work
  • emails
  • training
  • other worksite inductions
  • checking or auditing paperwork, e.g. helping the WHSO audit lost time injuries (LTIs) for a six-month period.

Host employment

In the event an employer is unable to provide suitable duties, a host placement may be required. If this is required, the worker may be placed at a different employer in a graduated return to work plan until they're able to 'upgrade' back to his/her pre-injury role with their pre-injury employer.