SE - Health Information Representative

POSITION SUMMARY:

The Health Information Representative – Community Hospitals maintains the integrity of the medical records by collecting, preparing, scanning, processing, copying and responding to medical record inquiries in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements. Opens mail, sends for and releases medical information, prepares medical records and tests for scanning, files, copies, and faxes medical information. Ensures accurate and timely entry of data into various databases. Generates required reports. Ensures transmission of required data to governmental entities. Provide auditors complete and accurate documentation to increase reimbursement and decrease denials.

Position: SE - Health Information Representative

Department: Fixed Dept Vacancy Factor

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Follows department policies and guidelines to perform a wide variety of administrative duties to ensure proper maintenance of patient medical records. Focuses on one or more of the following areas, and provides support as needed in the other areas to optimize daily flow:

Document Imaging:

Prepping

• Pick charts up from hospital locations, reconcile with discharge lists that all records have been received. Follow escalation process, if record is not received within 48 hours of discharge.

• Check to assure all papers are properly identified for the patient’s record. Assure all loose materials are matched to the appropriate chart. Prepare documents for scanning to include removal of staples, taping of torn edges, etc. Ensure patient identification label is adhered to each document to be scanned.

• Review dictation notes and ensure they are complete and that the treating physician has signed off on the accuracy of the transcription. Run reports of missing elements. Send reminder notes to staff that need to respond and/or sign to get a completed data sheet.

• Ensure that each episode has appropriate encounter identifiers. Verify that admission dates, discharge dates, attending physician is appropriately identified in system.

Scanning/ Indexing / Quality Control

• Gather files that are ready for scanning. Verify patient identifiers and account number. Label sheets as needed. Count pages. Scan and index each document to appropriately document type so as to ensure record is viewable for providers.

• Review all scanned and indexed material in Grid to make ensure documents are attached to the correct patient and account visit, and that each document is titled correctly, and all pages are accounted for.

• Maintain cleanliness of the document scanners. Change cartridges; clear jams. Notify manager when scanner needs maintenance or repair.

• Audit records which are scanned and indexed to assure data integrity is not compromised. Quality of 100% must be sustained.

General Duties

• Reply to requests for copies and prints of medical records, discharge summaries, etc., in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements. Expedite urgent requests. Order medical charts from warehouse as needed.

• Provide a variety of general administrative support, such as handling phones and voice mail, opening and distributing incoming mail, preparing outgoing mail and emails, filling out forms, printing, photocopying, faxing, preparing letters, running reports, filing, purging, etc.).

• Request supplies when needed to maintain department par levels.

• Identify process deficiencies and recommend new methods (such as streamlining processes, creating new forms, etc.) to create efficiencies in medical records documentation management.

• Provide excellent customer service when interacting with patients and hospital staff.

• Participate in internal staff meetings and training activities, as assigned.

• Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, covering for front desk, adjusting assignments, etc., as directed.

• Expedite audit requests from various organizations (such as third party payors, etc.), by providing auditors with complete and accurate documentation for each episode requested.

• Communicate to department supervisor specific medical record issues to address with departments and / or providers.

Must adhere to all of BMC’s RESPECT behavioral standards.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required)

JOB REQUIREMENTS

REQUIRED EDUCATION AND EXPERIENCE:

High school diploma or GED. At least one full year previous experience in a clerical, administrative, healthcare or relevant position is required. Must have computer competency.

PREFERRED EDUCATION AND EXPERIENCE:

Medical records experience is preferred

CERTIFICATIONS, LICENSES, REGISTRATIONS REQUIRED:

By the hire date, obtain Notary Public certification and keep up to date to support the staff assigned to Birth Certificate work when they are out of office and or when the business needs such support.

CERTIFICATIONS, LICENSES, REGISTRATIONS PREFERRED:

N/A

KNOWLEDGE, SKILLS & ABILITIES (KSAs):

• Knowledge of Joint Commission standards relative to the Record of Care and knowledge of medical terminology.

• The ability to make a significant contribution to the organization's overall effectiveness.

• Demonstrated professionalism

• Excellent English communication skills (oral and written) and customer service skills are required to interact with internal and external contacts in a courteous and patient focused manner. Bilingual (English / Spanish) strongly preferred.

• Proficiency with standard software programs used in healthcare (such as MS Word, Outlook), web browsers, patient electronic medical record.

• Willingness to work as part of a team and ability to do what it takes to offer help when and where needed.

• Accurate typing skills at 35 wpm or better

• Data entry with 100% accuracy required

• Must be able to maintain strict confidentiality of all personal/health sensitive information

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, and licensure/certifications directly related to position requirements. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), contract increases, Flexible Spending Accounts, 403(b) savings matches, earned time cash out, paid time off, career advancement opportunities, and resources to support employee and family wellbeing.

Equal Opportunity Employer/Disabled/Veterans

According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.