Medical Record Clerk/Scanner

Oneida Healthcare - Oneida, NY (30+ days ago)3.4

Oneida Healthcare (OHC) is a 101-bed acute care hospital and a 160-bed extended-care facility (ECF) and short-term rehab facility licensed by the State of New York and operated by Oneida Health Systems, Inc., a New York not-for-profit corporation. The hospital is Joint Commission accredited.

OHC is proud to announce that we have recently been recognized for several national awards based upon safety of care as well as the patient experience of care. The first recognition is provided by The Leapfrog Group, a nationally recognized non-profit organization who reviews 30 patient quality and safety measures and assigns a letter grade to over 2,600 hospitals nationally based upon outcomes. The 2018 spring letter grade for OHC is an “A.”, our fourth consecutive “A” with OHC as one of only 8 in New York to achieve an "A" for Spring 2018. The second recognition is for the Healthgrades Outstanding Patient Experience Award. Our hospital is in the top 10% nationally for patient experience as recognized by Healthgrades and is one of only 8 hospitals in New York to receive this award for 2017. The third recognition is the Women's Choice Award, our second consecutive award for patient experience as a top 100 hospital. All of these awards are based, in part, on our CMS 4-Star rating for patient experience.

Position Summary / Overview: Prepares documents for scanning into the EDM Affinity system. Examines pages and verifies patient identification on each page. Scans documents, appropriately batches documents and maintains scanning equipment. Manually indexes documents to the correct level – patient, visit and / or folder – as established by facility policy. Minimizes duplicate records and overlap entries. Verifies data integrity. If applicable, coordinates and reconciles information with Master Patient Index, Registration, and various other ancillary department applications. Reviews the EDM Affinity system and records contained within for appropriate image quality and accurate indexing.

Education and Experience: High school graduate or equivalent with GED. Associate degree preferred. Experience in Health Information Management preferred. Good oral and written communication skills. Knowledge of computer skills.

Required Skills:

  • Exhibits sound, logical thought process.
  • Knowledge of medical record format and content for all visit types
  • Ability to examine record and verify patient identification
  • Ability to examine a form, determine its proper placement within a record and its appropriateness for inclusion in the record.
  • Ability to identify non-standard forms and determine action required.
  • Strong computer skills and ability to perform computer functions.
  • Ability to perform job function and make decisions without direct supervision
  • Familiar with Affinity applications as noted above
  • Good verbal, written and computer communication skills
  • Ability to evaluate and process ______ documents per hour.
  • Detail oriented
  • Ability to push or lift up to 25 pounds
  • Customer service skills
  • Preparation:
  • Core Competencies / Job duties:


  • Reconcile paper records with registers to ensure receipt of all records.
  • Confirm patient name, medical record number and account number on every page (front and back).
  • Prepare records for scanning – tape down torn paper and/or rhythm strips, mount sheets less than 8 ½ X 11, remove all staples, photocopy card stock prior to scanning.
  • Arrange documents in date order and ensure all pages are in same orientation.
  • Identify documents that result in poor image quality and photocopy first.
  • Determine what documents need scanning.


  • Perform daily maintenance and adjust settings on scanner equipment. Calibrate scanner for proper image quality.
  • Reduce number of automatic document feeder misfeeds by fanning documents and ensuring staples etc are out.
  • Scan all appropriate documents. Verify quality and accuracy of the scans. Compare hard copy and scanned image to confirm all images can be read and that all pages were captured.
  • Upon review of image, change rotation etc as needed. Ensure appropriate readability and use of images by end user.
  • If determined that image is of poor quality, adjust settings (or photocopy first) and replace the image.
  • Place paper record back in its original order.

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  • Monitor the indexing queue of unassigned images. (?)
  • Prioritize the batches in the queue and retrieve the batches for processing. (?)
  • Determine correct patient name, medical record number, account number, document type, folder, section, etc
  • Index the image (patient, visit, folder, document) appropriately by required patient data elements.
  • Review and determine if image should be:
  • Added as a new document to an existing record
  • Replacing a page within an existing record
  • Deleted
  • Add, revise, relocate or delete images when determined appropriate.
  • Rescan any images not appropriate for permanent storage.

Quality Control:

  • Locate electronic documents for verification against paper.
  • Review images and verify the following:
  • Correct patient name and account level
  • Proper indexing level (visit, folder, document)
  • Image quality (readability, orientation, multiple sides,etc)
  • For each page scanned or indexed with errors:
  • Rearrange out of order images within the electronic document
  • Relocate electronic images that are incorrectly filed in another document.
  • Relocate electronic images or documents that are incorrectly filed in a visit.
  • Replace electronic images that have unacceptable image quality or have been updated.
  • Modify the indexing as appropriate.

Compensation / Benefits

Competitive salary and excellent benefits, including 403(b) with both matching and discretionary contributions, generous health insurance benefits, paid life/LTD insurance and 29 paid days off to start.

Job Type: Full-time


  • Medical Records: 1 year


  • High school or equivalent