HIM Specialist I

Job Summary:
The HIM Specialist I performs health information activities necessary to organize, maintain, and use electronic and paper health records. The incumbent processes and/or provides electronic health information to various customers in a timely manner; maintaining paper and electronic health information in a confidential manner and secure environment.

The HIM Specialist I performs functions related to document imaging, chart retrieval pick-up, reception, and basic release of information for continuum of care duties.

The incumbent assists internal and external customers by developing and maintaining positive working relationships with other departments, entities, physicians, and outside agencies.

The HIM Specialist I safeguards patient information and enforces privacy and confidentiality policies and practices and adherence to federal and state guidelines. Breaches are to be brought to the attention of HIM Management immediately.

Chart Retrieval Pick-up and Scanning
Obtains new discharged medical records from inpatient and outpatient areas. Processes/prepares new discharged records to be scanned. Performs chart tracking functions on records received/leaving the department and reconciles with daily scanned report.

Document Preparation and Scanning
Reviews and ensures each page has correct patient identifiers, (MRN, HAR, CSN, patient name, and date of service) and document type identifier. Places documents to be scanned in the scanner input tray, ensures bar codes are being read by the scanner, and pages are correctly being scanned with no errors or misfeeds. Forwards unresolved issues to quality review at the completion of the work assignment.

Prioritizes scanning of time sensitive documents to ensure availability in the EMR. Develops and maintains an organized storage system for timely retrieval of individual medical records.

Records Management and Destruction
Ensures compliance with records management policy, working with management to identify patient medical records that qualify for destruction. Ensures compliance with Federal and State regulations regarding medical record destruction.

Quality Review of Charts
Performs quality control to ensure document images are posted to the correct patients visits, all pages are accounted for with corresponding images, and document posts to the correct location in EPIC. Identifies and corrects any errors identified by the quality control process and escalates issues per procedure. Identifies issues and errors with scanned documents and electronic information contained in electronic medical record and notifies data integrity to correct. Rescans and uploads any missing documents according to loose procedures. Adheres to defined quality competencies per policy. Assures work is performed on a daily basis according to an established priority schedule that assures the release of images into the electronic health record system with appropriate turnaround times.

Ambulance Record Audit
Daily pulls emergency room ambulance report and identifies patients that arrived by ambulance. Audits the medical record to determine if ambulance report was received. If ambulance report is missing identifies which ambulance company brought the patient. Contacts third party ambulance companies and requests the missing ambulance reports.

General Duties:
Supports department activities such as answering the phone, providing customer service, and performing back up functions for other positions in the department. Sorts and distributes mail and faxes. Assists in new employee and HIM student orientation and training. Maintains current knowledge of all department procedures and personnel in order to facilitate questions that may arise. Consistency, accuracy, promptness and adherence to productivity standards are of paramount importance.

Works directly with third party vendors as needed in regards to office equipment and maintenance.

Within level of authority, resolves problems following established company guidelines. Decisions that must be referred to a supervisor are matters that involved problems which can develop negatively towards the company, time off requests, sick time, work schedules, interoffice problems, etc.

Maintains departmental productivity and accuracy standards. Provides support to comply with Meaningful Use requirements. Sets priorities and demonstrates effective organizational skills by optimizing use of time, meeting deadlines, and completing scanned and indexed of assigned work by end of shift each day.

Knowledge, Skills & Abilities:
Adopts a philosophy consistent with Erlanger Health's Mission, Vision, and Values, and models these standards.

Ability to interact effectively and demonstrate oral communication skills when dealing with all customers, including physicians, peers, and external customers.

Knowledge and understanding of computers to confidently monitor and obtain information from electronic medical records and database system.

Ability to work independently and demonstrate problem-solving skills.

Knowledge and understanding of the requirements for complete medical records per Erlanger Health Bylaws, rules and regulations, DNV, Federal, State, and regulatory body regulations.

Demonstrates command of written and telephone communication skills.

Ability to maintain confidentiality and adhere to federal, state, HIPAA, and hospital policy in regards to privacy of patient health information.

Organizational skills to effectively demonstrate ability to prioritize during job performance.

Knowledge of windows operating system, Microsoft Office products, Electronic Health Record System, Document Imaging System and office equipment.

Education:
Required:
High school diploma or GED
Must have working-level knowledge of the English language, including reading, writing, and speaking English.

Preferred: 2 Year Associates degree in a healthcare related field

Experience:
Required: Basic computer skills and experience required. Candidates must be familiar with HIPAA while evaluating a patient's chart. Requires a minimum of two-year previous office experience as well as one year of computer experience. Also, must possess excellent communication skills, and have the ability to interact with and troubleshoot physician questions related to electronic medical record completion, experience with windows operative systems and Microsoft applications. Must be able to work effectively with a diverse groups of individuals as well as possess the ability to work well under pressure.

Preferred: Previous experience in a hospital HIM Department. Prior experience with a document imaging system, preferably OnBase and EPIC. Demonstrates effective organizational skills. Detail oriented with accurate data entry skills. Ability to prioritize workload.

Position Requirement(s): License/Certification/Registration
Required:
N/A

Preferred:
Registered Health Information Technician or other equivalent healthcare certification.

Department Position Summary:
The HIM Specialist I processes medical records of discharge patients by preparing and scanning the record into the Electronic Record system for permanent retention. The incumbent expedites and provides access to patient medical records through the accurate gathering of paper documentation for the Electronic Health Record. Proper performance results in patients and health care workers receiving timely and accurate information and professional staff being able to devote more time to delivery of services. Performance of this position directly impacts accounts receivable and requires attention to turn around times to minimize impact.

Verifies receipt of all discharged patient records to ensure timely processing. Prepares the paper chart by culling documents not required for the scanning process grouping remaining pages in date order by document type (orders, progress notes, etc.), verifying that each page contains an encounter barcode label providing linkage to the correct patient account number, ensuring no information is missing from the record based on dates of service and identifying `poor original documents. Preps/scans loose material or other batch types as appropriate. Maintains daily workflow by utilizing OnBase to efficiently scan batches into Epic in a timely manner. Organizes batches after scanning to facilitate the CQI process. Performs routine scanner maintenance as required.

Prioritizes batches and retrieves for processing. Locates and verifies the paper record against the imaged electronic record. Manually indexes non-barcoded documents. Validates that each individual image is indexed to the correct patient's name, medical record number, patient account number and document type. Reviews each image for quality. Performs rescans as necessary. Precisely splits, merges, appends and inserts documents or pages as needed. Maintains daily workflow by routing completed batches per policy. Directs errors/questions to supervisor or other appropriate work queue. Organizes the paper chart for retrieval and storage prior to destruction.