Job Objective:
Under the supervision of the Assistant Director of Health Information Services and under the direction of the Service Coordinator will perform a variety of duties related to record processing in one or more of the following functions: record retrieval, filing, and delivery; researching patient information; prepping records; scanning records; release of information; purging and data entry. This position will maintain daily workflow, ensuring timely processing of records with a high level of quality.
Duties and Responsibilities:
Record Control
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Maintains and uses a variety of health information indexes, census, logs, storage, and retrieval systems. Researches, compiles and generates information related to same.
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Retrieves, reproduces, delivers and files health information throughout the facility and in offsite storage areas using numerical, alphabetical, and color-coded systems.
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Retrieves and reconciles daily discharge records to ensure timeliness of prepping, scanning, and indexing processes.
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Drive hospital vehicle to offsite storage and other facilities for transportation of records following defined transport guidelines.
Purging
- Based on defined guidelines, decipher if records should be retained or purged.
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Purges records based on defined criteria.
- Retained records will re-filed on shelving units at offsite storage.
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Purged records identified for destruction will be maintained in a separate holding area at offsite storage, designated documents transported to main office for review, then records identified for destruction moved to shred-it bins on destruction approval dates identified by Service Coordinator.
Data Entry
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Enters data into computer system based on procedures for destruction.
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Enters data in a timely and accurate manner.
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Returns incomplete or questionable records to Service Coordinator for final disposition before entering data.
Prepping
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Technically evaluates, assembles, and processes documents in preparation for the scanning process while ensuring correct patient identification on each page of record.
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Processes photographs and cold feeds as defined in the guidelines.
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Removes staples, identifies poor originals, secures damaged or small documents.
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Prepares batches and completes appropriate information on cover sheet for each patient type.
Scanning
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Scans documents in a timely manner while verifying accuracy of preparation, quality, and potential scanning hazards. Writes batches to correct work queue.
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Maintains scanner and performs scanner maintenance processes.
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Assigns a batch identification number according to procedure.
Release of Information
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Copies, prints, or faxes pertinent records in response to requests for release of records or continued care.
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Documents or communicates requests or releases of records in appropriate system or to appropriate staff.
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Protects the confidentiality of primary and secondary health records and releases information as mandated by law, professional standards, and the hospital's policies.
Other Duties
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Assists hospital staff, medical staff, public, and patients.
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Performs transcription clerical functions.
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Plans, organizes, prioritizes, and coordinates work to achieve functional area goals and maximum productivity and efficiency on a day-to-day basis.
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Researches and enters patient data into various systems as defined by procedure.
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Answers telephones consistent with Service Excellence standards, addresses and/or routes calls appropriately and in a timely manner.
Non-Essential Duties:
- Accepts and carries out other miscellaneous duties and responsibilities as required for maintaining the services provided by Medical Records.
Knowledge, Skills and Abilities:
Knowledge
- Knowledge of Microsoft Office applications.
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Knowledge of department policies, practices and operations.
Skills
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Perform data entry accurately with use of a keyboard and mouse.
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Perform duties using computers and equipment required for scanning and indexing of documents
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Effective oral and written communication skills.
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Detail oriented and organized.
Abilities
- Ability to recognize colors associated with color-coded filing system.
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Ability to learn the advanced aspects of the various indexes, storage, tracking, and retrieval systems.
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Ability to retrieve, reproduce, deliver, track, and file records using various equipment and systems in the facility and offsite.
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Ability to review records and verify patient information.
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Ability to drive hospital vehicle to offsite storage areas and facilities for record transport.
AVH Values: All AVH employees will effectively demonstrate these values:
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Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
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Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
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Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
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Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
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Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
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Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
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Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.
Education and Experience:
Education
- High school graduate or GED equivalent.
Experience
- Prior experience working in an acute care hospital medical record department preferred.
Required Licensure and/or Certifications:
- Valid driver's license required
AVH Conduct/Compliance Expectations:
- Ability to adhere with AVH Absenteeism and Tardiness Policy
- Ability to adhere with AVH Leaves of Absence Policy
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Ability to adhere with AVH Paid Time Off (PTO) Policy
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Ability to adhere with AVH Recording of Hours Worked Policy
- Ability to adhere to the department dress code
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Ability to organize work and establish priorities
- Ability to expand on own initiative in performance of duties
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Skill and ability to follow the telephone etiquette/standards
- Conforms to AVH Standards of Excellence
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Ability to function effectively under pressure and meet time parameters
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Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
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Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
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Ability to maintain the confidentiality of patient, hospital and department information
- Ability to adhere to safety rules and regulations
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Safely and effectively uses all equipment necessary to carry out duties
- Ability to interpret and function under hospital and department policies and procedures
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Conforms with required and appropriate Joint Commission requirements
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Conforms with and supports hospital quality assurance and improvement guidelines
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Ability to participate effectively in department and hospital staff education
- Display a willingness to work as a team player
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Ability to give and support the highest level of patient/customer satisfaction at all times
- Supports and adheres to the values and mission statement established by the AVH Board of Directors
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Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
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Ability to follow the Code of Conduct
Physical Requirements and Working Conditions:
- Work is usually performed in a normal office environment and may require long periods in sedentary position performing one function.
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Transporting records or boxes of records within the facility and to onsite storage areas will be required to retrieve or deliver records.
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Frequent use of scanner, keyboard and video display terminal.
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Driving a hospital vehicle in order to transport records.
A detailed description of the physical requirements of this job is maintained in the Employee Health Department.
Education and Experience:
Education
- High school graduate or GED equivalent.
Experience
- Prior experience working in an acute care hospital medical record department preferred.
Required Licensure and/or Certifications:
- Valid driver's license required
