Work schedule: 8:30-5:00 Mon-Fri

POSITION SUMMARY: Performs specialized processes within the Health Information Management Department, including but not limited to, processing discharged charts, performing quantitative and some qualitative statistical analysis of all patient medical records and ensuring quality measures in regards to deficiency analysis. Prepares, scans and assigns within organization’s Electronic Medical Health/Record Systems. Provides clerical support for the Health Information Management Department by assisting in the maintenance of patient records, while ensuring compliance with hospital. ASC, department, and regulatory requirements for the Health Information System.

QUALIFICATIONS AND EDUCATION:

EDUCATION:

QUALFICATIONS:

• Two years of experience in an environment with electronic records is required. Experience with release of information and standards preferred.

• Must have the ability to prioritize and analyze requests from multiple parties and in multiple formats.

• Must possess great attention to detail and have the ability to multitask.

• Must have excellent communication skills, both oral and written, and be able to communicate with patients, visitors, physicians and other allied health staff.

• Must have excellent computer skills with the ability to learn new software as required.

• Must understand the importance of confidentiality in handling personal health information and electronic medical records within a HIPAA compliant environment.

• Must be able to work with office equipment, such as scanners, copiers and fax machines.

  
  

  ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintains, enters and retrieves all paper, electronic and patient portal electronic medical records.

• Reviews and reroutes faxes (in and/or out) of organization to appropriate department, facility or entity on fax servers and/or fax machine.

• Scans all records for EMR/EHR and assists departments within organization with the maintenance of selected electronic records.

• Burns imaging CDs for patients and outside facilities.

• Assists with routine office tasks as needed, such as word processing, copying, etc. to assist other departments.

• Responds, in conjunction with other staff, to phone calls daily, follows through with requests from outside doctor’s offices, insurance companies, DME suppliers and patients.

• Completes internal requests for medical records from OSS clinical staff via the Triage system. Assesses the record that should be released based on the request whether legal, insurance company, provider or patient.

• Utilizes the Triage system to record and track all medical record requests received by fax and phone for meaningful use purposes into tracking system.

• Assigns deficiencies for missing documents, missing signatures, and/or missing text, according to department procedure, and correctly identifies missing elements at least 98% of the time for accuracy on Inpatient, Observation and Ambulatory Surgery Center records for compliance with documentation requirements per state and federal guidelines.

• Maintains analysis turnaround within the required time frame of under 3 days from date of discharge, at least 98% of the time.

• Answers provider questions regarding his/her deficiency and how to access assignments/complete deficiencies on system or directs the provider to the appropriate person for clarification.

• Monitors reanalysis when charts are returned from provider and reassigns deficiencies as appropriate.

• Verifies provider dictation on the dictation system if the provider indicates delinquent records have been dictated and the dictated report is not in EPF.

• Monitors and acts upon to complete quality reviews on charts before shredding for 100% compliance.

• Provides weekly and, if needed, daily reports to the Coordinator and Director of department on incomplete records.

• Maintains integrity of incomplete charts within quality standard of 98%.

• Performs statistical analysis using Master Patient Index (MPI), which may include institutional reporting to State and other organizations.

• Checks daily discharge log to ensure receipt of all records and follows up on records not received.

• Participates in department team meetings and commits to group decisions.

• Other duties as assigned.

  
  

  SUPERVISORY RESPONSIBIILTIES:

  No direct reports to this position

  
  

  LANGUAGE SKILLS:

  Ability to communicate effectively with staff, peers, physicians and the public required. Ability to speak and understand English fluently. Demonstrates effective communication skills in building relationships with all employees, physicians, patients, visitors, etc.

  
  

  PHYSICAL DEMANDS:

  Light physical effort; some standing, walking, bending, reaching, stooping; manual dexterity to operate keyboard and other equipment. Sitting for long periods of time. Must be able to lift 15-20 pounds as needed.

  
  

  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  
  

  WORK ENVIRONMENT:

  Climate controlled environment with occasional periods of being outside.

  
  

  The above statements reflect the general duties considered necessary to describe the principle functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the position.

Experience

• Must have excellent communication skills, both oral and written, and be able to communicate with patients, visitors, physicians and other allied health staff.
• Must possess great attention to detail and have the ability to multitask.
• Must have the ability to prioritize and analyze requests from multiple parties and in multiple formats.
• Two years of experience in an environment with electronic records is required. Experience with release of information and standards preferred.

Education

• High School Diploma/GED or better