JOB SUMMARY
At Houston Methodist, the Quality Control Indexing Analyst position is responsible for reviewing the quality of scanned patient medical records and loose documents in the medical record imaging system to ensure the highest level of quality possible. Other duties include indexing all medical record documents to the appropriate patient folder, ensuring that each document is correctly assigned the appropriate document name and ensuring workbasket expectations are met. This position also performs document prepping and/or scanning functions as needed.
Requirements:
PRIMARY JOB RESPONSIBILITIES
Job responsibilities labeled EF capture those duties that are essential functions of the job.
PEOPLE - 15%
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Promotes a positive work environment and contributes to a dynamic team focused work unit that actively helps one another to achieve optimal departmental and organizational results. (EF)
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Interacts with others in a supportive and respectful manner; communicates effectively with members of the team as well as internal and external customers. (EF)
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Takes initiative to help other team members when assigned duties are complete. (EF)
SERVICE - 25%
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Performs one or both of the following functions as needed to ensure document capture processes occur efficiently (EF):
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Prepping Functions - Processes documents for scanning and indexing by determining which documents need to be scanned as part of the patient’s medical record, preparing the documents (e.g., removing staples, paper clips, etc.; applying correct labels), and sorting each document according to the correct patient encounter.
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Scanning Functions - Processes documents for indexing by performing daily maintenance on the scanner to ensure optimal image results, performing a check of the documents to ensure they are ready for scanning (e.g., ensuring all staples and paper clips have been removed; applying correct labels), creating an appropriate batch for scanning, and scanning each batch ensuring that documents are scanned correctly and moved to the correct status.
QUALITY/SAFETY - 45%
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Indexes all medical record documents to the appropriate patient medical record and visit, ensuring that each document is correctly assigned the appropriate document name and 100% of the medical record pages are processed/captured. Locating and entering missing data. (EF)
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Utilizes resources such as Master Document Listing when necessary to ensure accuracy of document type. (EF)
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Processes exception workbaskets, identifies poor image capture, clarifies unknown documents are identified and makes corrections when appropriate. (EF)
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Provides updated forms to an administrative user for update. (EF)
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Ensures all images are labeled with appropriate patient information. (EF)
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Validates images are correctly matched on the paper document and document imaging system. (EF)
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Adheres to department standards for productivity including workbasket expectations, timeliness, and quality. (EF)
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Follows department policies, procedures, and processes for prepping, scanning, indexing, and quality checking as appropriate to the role. (EF)
FINANCE - 5%
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Organizes time effectively, minimizing incidental overtime, and sets priorities. (EF)
GROWTH/INNOVATION - 10%
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Practices adaptability and flexibility in the face of changing demands. (EF)
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Takes initiative to contribute ideas and suggestions to improve work processes. (EF)
This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.
Qualifications:
EDUCATION REQUIREMENTS
o Associate’s degree in health information management or related field required or additional two years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree
EXPERIENCE REQUIREMENTS
o One year of general office experience to include auditing, reconciliation, verification, indexing, and/or similar tasks with medical records
o Experience working with document management strongly preferred
CERTIFICATIONS, LICENSES AND REGISTRATIONS REQUIRED
o None
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
o Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
o Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
o Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
o Demonstrates attention to detail and ability to distinguish between the various documents, those documents that do not require scanning or inclusion into the record, and those that should be classified as outside facility documents
o Ability to quickly learn new and updated computer applications and to rapidly navigate between applications
o Keyboarding proficiency
o Working knowledge of all the components of a medical record
o Maintains working knowledge of over 150 document types and ability to distinguish which documents should be indexed to a particular document type
o Working knowledge of electronic health records, document capture processes and auditing of proper placement of documents
SUPPLEMENTAL REQUIREMENTS
Work Attire Yes/No
Uniform No
Scrubs No
Business professional Yes
Other (dept approved) No
On-Call* No
Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Event, etc) regardless of selection above.
Travel**
May require travel within No
Houston Metropolitan area
May require travel outside No
of Houston Metropolitan area
**Travel specifications may vary by department.
Please note any other special considerations to this job: __________________________
Company Profile:
Houston Methodist is one of the nation’s leading health systems and academic medical centers. Houston Methodist consists of eight hospitals: Houston Methodist Hospital, its flagship academic hospital in the heart of the Texas Medical Center, and seven community hospitals throughout the greater Houston area. Houston Methodist also includes an academic institute, a comprehensive residency program, a global business division, numerous physician practices and several free-standing emergency rooms and outpatient facilities. Overall, Houston Methodist employs more than 27,000 employees and is supported by a wide variety of business functions that operate at the system level to help enable clinical departments to provide high quality patient care.
