Title: Electronic Health Information Medical Records Technician(Imaging Specialist)/File Clerk/Patient Portal Assistant
Reporting Relationship: Health Information Manager
GENERAL SUMMARY:
All the criteria-based duties and standards within the department will be performed according to established policies, procedures and guidelines of the department and the hospital.
JOB SUMMARY: Works directly under the supervision of the HIM Manager or designee. This individual is responsible for compiling, processing, scanning, and indexing of all records into the electronic health record consistent with medical, administrative, ethical, legal, and regulatory requirements. This individual is also responsible for analysis and medical record deficiencies of all records in the electronic record. This individual will work closely with other Electronic Health Information Medical Records Technician for smooth daily workflow and assignment of tasks to be completed.
The position responsibilities also include the copying of medical records requested by various departments/customers, faxing of reports to medical providers when requested, answering telephone and completion of birth certificates and all related required reports to the State of Nebraska.
Essential Job Functions/Performance Expectations:
1. Answers incoming phone calls and greets visitors to department within a timely fashion.
2. Determines nature of call/visit and provides appropriate response, guidance. Refers complex issues and release of information issues appropriately.
3. Takes messages and/or refers visitor/caller to appropriate person.
4. May analyze request, retrieve, deliver, and print out requested records (if appropriate) or assist in viewing the records electronically with the patient and/or other department staff.
5. Performs all Electronic Record Functions/Duties:
a) Utilizes electronic health record system for inquiry purposes, enters and sends data, and generates reports.
b) All positions will require you to login and logoff, use PC/keyboard monitor viewing/printer/copy machine/fax machine
c) Will train on Meditech system and the electronic record document types and hospital forms
d) Will require sitting for prolonged periods of time
e) Quality Control/indexing: Review document images on screen checking for quality.
f) Mark and unmark documents for rescanning. Split and merge documents. Insert and append page or document. Know all electronic record document types.
g) Refer to Meditech and department reference material.
6. Scanner: Maintenance of scanner. Scan all documents according to policy & procedures.
Know difference between inpatient, outpatient, ER patient records. Prepare all document types and insure they are in the proper order to be scanned permanently into the electronic health record. Know patient types. Prepare record (remove scotch tape, staples). Prepare color documents for scanning.
7. Record Completion: Monitor workflow queues for assignments. Identify documents for deficiencies analysis and assign deficiencies. View documents online. Link documents to appropriate provider.
8. Place paper charts in the appropriate 'day' box for filing in day folder to be retained for three months and then shredded as per the record retention policy.
9. If the emergency room, PCU or medical provider staff cannot access the EHR for some reason, then Stat requests will be handled at time if the request is for patient care purposes.
10. Attend all required in-service programs and abide by all safety procedures of the department and hospital.
11. Maintains patient confidentiality at all times.
12. Will assist with patient requests for record verification and/or request for changes by communicating with the provider involved and changes will only be made by the provider when appropriate. If no changes can be made then a copy of the patient's request will be scanned to either the episode number in question or the medical record as requested by the patient.
13. Will assist in analyzing and assembling paper charts for outpatient surgeries and observations. If signatures are required, then list deficiency in the system and place in the appropriate provider's box. If a completed paper record, scan into the system under the episode number and file in the day folders to be retained for three months.
Other Job Functions:
1. Participates in Quality Management Performance Improvement teams within the department.
2. Performs other related duties as assigned or requested.
Job Qualifications:
Education:
Required: High School Graduate or equivalent
Good oral and written communication skills, typing and computer knowledge
Preferred: At least one year of previous office experience. Medical Terminology and Anatomy and Physiology Courses
Required: Typing and computer skills. Mathematical skills Good oral and written communication skills.
Preferred: Previous office experience in a medical facility.
License/Certifications:
Required: None
Personal Skills:
1. Organizational skills
2. Detail oriented.
3. Ability to work under stress and conditions with frequent interruptions
4. Good oral and written communication skills.
5. Knowledge of how to use computer and typewriter.
6. The desire to learn
7. Must have the ability to maintain confidentiality at all times.
8. Willingness to take continuing education classes to further develop their skills.
9. Good telephone and customer etiquette skills.
10. Able to interact positively with all types of people in a variety of situations.
Essential Technical/Motor Skills:
Ability to understand the operation of the hospital computer systems and electronic health record including various Health Information, Transcription, Scanning, and Patient Management modules, a software package for release of information and scanning equipment.
Essential Mental Abilities:
Ability to: Independently analyze problems, determine correct course of action and carry out in an appropriate time frame. Prioritize and multitask. Be a team player and willing to share release of information knowledge and guidelines within department. Take initiative to problem-solve and seek ways to do things better. Critical thinking skills are required. Able to work independently, analyzing and assessing while following established policies and procedures and making decisions on the use and disclosure of protected health information.
All offers of employment are subject to a background check and drug screen.
EOE
Location: Box Butte General Hospital · HEALTH INFORMATION
Schedule: FT, Day Shift, 40
