Document Imaging Specialist Jobs

Range: $15.50 - $20.70

Pay rates are determined based on experience and internal equity.

Position Summary

• Serve as an internal HIM resource for training, system usage as needed.
• Organizes and prepares paper documents for conversion to electronic storage of data. This includes managing paper records to make sure the transition to the electronic medium maintains record integrity with state and national documentation standards.
• When necessary, supports patients and/or guardians in formalizing disclosure documents for release of information.
• Manages record reconciliation to support locations, access points, and workflow for all record types and services.
• When appropriate, participate with LVMC training to other system users as needed.
• When necessary, responsible for supporting phone calls into HIM for information requests and review by service customers. This includes understanding of proper guidelines of Protected Health Information/HIPAA guidelines.
• Must work well under stress or tight deadlines.
• Knowledge of the HIM functions within Affinity and data field usage/resources and how information is generated.
• Understands HIM functions related to data integrity requirements and standards in both paper and electronic mediums.
• Working knowledge of all forms and the origination points for use throughout the entire hospital service area.
• This position reports to the Director of Health Information Management.
• Must work well with supervisors, physicians, co-workers, patients/residents, family members and visitors.

District Responsibility

• Follow policies and procedures as outlined in the Lompoc Valley Medical Center personnel handbook, Security policy handbook, and Health Information Management policies and procedures manual.
• Demonstrate Respect, Professionalism and Courtesy to all patients, visitors, other providers and coworkers, as delineated in the LVMC “Commitment to Care”.
• Professional Development
• Constantly use C-I-CARE principles when communicating with others.
• Performance Improvement Activities
• Support of the District Mission and Values

Position Duties/Responsibility

• Must be able to prioritize work to meet overall objectives of the HIM department.
• Must be able to meet production standards and guidelines to ensure consistent conversion of paper documents to digital images within the hospitals imaging system. Production standards to be met are as follows: Must be able to scan and index documents at the rate of 5 pages per minute minimum for patient charts. Must be able to scan and index loose scanning documents at the rate of 3 per minute minimum. Must be able to complete each individual correction in the chart in two minutes. Must be able to revalidate charts at the rate of 3 pages per minute.
• Must demonstrate position competencies, teamwork and service excellence.
• Ensures records have been assembled and processed to standard prior to scanning process (including scanning, indexing, quality checking, archiving). Checks for sign off by appropriate HIM staff on the chart tracking sheet.
• Evaluates errors or questionable patient identification linkages by evaluating Master Patient Index history. Requires understanding of name researching processes for evaluating correct assignment of account and related documents assigned.
• Correct and re-allocate documents for appropriate patient records or document types. Follow procedure for identification of these errors and document them for follow-up training and correction by the HIM Director.
• Correct and manage each document that fails to feed correctly or is corrupted by system server errors. Ensure each document is reprocessed through appropriate placement and scanning as a true representation of the paper record.
• Scans and manages any revisions to documentation from all providers of care documenting within the medical record. Appropriate guidelines should be followed to ensure timely, appropriate entry and time frame allocation to the imaged record.
• Record location should reflect chart flow location for ease of retrieval for a request for information and records. This must be updated appropriately when chart is scanned.
• Participates in improving the quality of images captured and condition of charts. Demonstrates ability to correct and amend records within defined procedures.
• Scans paper documentation (Medical Records) after evaluating appropriate record sequence and order of documents by type. Review document orientation, thumbnail image as documents are scanned into the system.
• Prepares and inspects paper documentation to ensure quality scan images can be produced from the hard copies. Includes validation of each document assignment type and patient label for each record. Includes placing soiled or contaminated documents within protective plastic sleeves for continued handling.
• Quality checks 100% of all images scanned according to established procedures. This includes cursory review prior to final submission after indexing and following archiving the record into the archival location.
• Records statistical information, such as, Medical Record errors, and operational impact notations and turn them into managing supervisor as a measure of daily productivity and error identification.
• Follow-up on any exceptions to 100% accuracy of paper-to-electronic conversion to make sure each source document/medium is identical and belong to one patient or one patient account.
• Demonstrate quality and effectiveness in work habits including attention to details at the record, patient, and document level.
• Secondary processes of converting originals for ease of scanning and document integrity must be understood and demonstrated (copying, reprinting, validation with originating department/service area).
• Other Duties Assigned by Supervisor.
• Assigns (via data entry) a document type to each scanned image and assures that each page belongs to the proper Patient Folder/Encounter.

Essential Functions

• The ability to sit for long periods of time.
• Technical ability to utilize various scanning hardware and software and to understand impact links to the medical records.
• The ability to have positive personal interactions with staff, patients and visitors.
• Personal computer skills to manage multiple systems and screens for performing work functions
• The ability to work as a positive Team member.
• The ability to have fine motor skills.
• The ability to climb up and down stairs carrying charts.
• The ability of pulling, pushing and reaching when pulling records/charts.
• Perform standard Windows system functions
• The ability to use the keyboard to do data entry.

Position Qualifications

• Keyboarding
• Certifications: None
• Skills/Ability: Knowledge of modern office equipment:
• Health Information Management or Medical Office Management experience is preferred.
• Digital Imaging/Scanning Software
• Navigating through applications
• Experience: Computer and other modern office equipment knowledge and ability to learn various systems and software.
• High speed Scanner, usage and general maintenance.
• Education: High School diploma or equivalent.
• Microsoft Office/Systems
• Quadramed/Affinity; Sunrise Clinical Management system
• General office and personal computer usage skills.

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