Records Technician

POSITION: RECORDS TECHNICIAN

DEPARTMENT: HEALTH INFORMATION MANAGEMENT (HIM)

FLSA STATUS: NON-EXEMPT

Please read this job description carefully to ensure that you understand its contents, the job requirements, and expectations before signing this document.

JOB SUMMARY:
Primarily responsible for preparing and scanning confidential documents from various hospital departments.

JOB RELATIONSHIPS:
Responsible to: the Health Information Management Director and Assistant Director
Position Directly Supervised: None

MISSION STATEMENT:
As an integral part of our community, Franklin Medical Center's mission is to provide the highest quality health care and customer satisfaction to all those we serve. We are committed to delivering compassionate, capable, and personalized treatment to our patients and their families, always keeping in mind that our responsibility is to the health needs of the people.ESSENTIAL JOB FUNCTIONS:
The following is a summary of major essential functions of this position. Other duties may be performed that are not mentioned below, and specific functions may change from time to time.

Imaging duties:

1. Organize the workflow of documents (lab, radiology, etc.) to be scanned from the specific departments.
2.Prepare documents; created document folders in database; input index data and scan documents.

1. Maintain auditing processes for all records scanned and determine shred dates.
2. Generate reports and verification process to determine that all records for the time periods have been received to be scanned.
3. Maintain index fields; folders; administration duties on database system.
4. Follow department policies for filing, storage and disposal.

HIM Analyst duties:

1. Collect charts of discharged patients from patient floor, lab, and radiology. All documents from discharged charts and inserts are to be filed and scanned into the EHR.
2. Assemble/Analyze inpatient and surgical charts for completion based on FMC policy and CoP standards.
3. Enter deficiencies into computer for physician completion and enter discharges into discharge analysis and physician's index daily.
4. Check transcription database and pathology database daily.
5. Place dictated reports in EHR.
6. Forward all analyzed charts to coder.
7. Perform performance improvement audits on each chart as directed by the director.
8. Assist in answering the phone and taking messages.
9. Maintain hospital requirements, policies and standards on confidentiality.
10. Assist physician completion of charts.

Release of Records duties:

1. Facilitate all requests for records, which will arrive via telephone, facsimile, mail, and in person.
2. Ensure requests are processed timely.
3. Stay current on Releasing of Records laws and regulations.
4. Retrieve old records as directed and may abstract information for authorized persons.

Data Analyst duties:

1. Mark charges for ER, Hospitalist, and Observation records.
2. Match documents with the corresponding records.
3. Interact with nursing staff on appropriate documentation.
4. Prepare monthly reports as assigned by supervisor.
5. Review chart thoroughly to ascertain all diagnoses/procedure are charged.
6. Refer chart to director, if there is a question regarding the diagnoses/codes.
7. Contact responsible physician in a professional, tactful manner, if chart is not complete.
8. Maintain regulatory requirements and complies with Rules and Regulations of the Medicare Program.
9. Maintain complete confidentiality always concerning care and patient records.
10. Attending Education Seminars, as directed by Director.
11. Maintains a good working relationship within the department, other departments and medical staff.
12. Perform all other job functions as necessary and/or requested by supervisor.

QUALIFICATIONS:

Education: Must possess a high school diploma or equivalent.

Work Experience: One (1) year of clerical experience preferred, but not required.

Required Knowledge, Skills, and Abilities:

• Must possess excellent organizational, time management, and multitasking skills
• Attention to detail in managing files, records, and documentation
• Ability to work independently and take initiative when needed
• Maintain confidentiality
• Ability to communicate effectively
• Ability to read and understand directions
• Ability to work effectively with other hospital and department personnel
• Proficient with office equipment such as computers, scanners, etc. E.g. ability to type

Physical Requirements:

• Remain in a stationary position for long periods of time
• Frequently move around campus to various departments
• Ability to position self to maintain documentation in file cabinets
• Constantly operates a computer, scanner, printer, and other office machinery.
• Ability to communicate information accurately so others will understand.
• Ability to observe details at close range.
• Ability to move office material around the office, up to 10 pounds, as needed.

OSHA EXPOSURE CATEGORY: C Not at risk for exposure to blood borne pathogens.

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