Document Imaging Technician Ii - Medical Records - Full Time/Days - Req# 1929686055

Brief Description

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 including: quality control; validation processes; data entry; researching patient information; prepping records; scanning records; chart review and chart deficiency analysis; release of information; and record retrieval, filing, and delivery. This position will maintain daily workflow, ensuring timely processing of records with a high level of quality.

Duties and Responsibilities:

• Processes photographs and cold feeds as defined in the guidelines.
• Assigns a batch identification number according to procedure.
• Identifies and rescans incorrectly positioned and poor quality documents.
• Retrieves and reconciles daily discharge records to ensure timeliness of prepping, scanning, and quality control/validation.
• Scans reference documents as appropriate.
• Prepares batches and completes appropriate information on cover sheet for each patient type.
• Reviews each discharged patient’s record for incomplete or missing items and identifies the responsible practitioner for each of these items.
• Researches and enters patient data into various systems as defined by procedure.
• Enters physician deficiency data in the chart completion system or other system for regulatory reviews.
• Scans documents in a timely manner while verifying accuracy of preparation, quality, and potential scanning hazards. Writes batches to correct work queue.
• Release of Information
• Maintains scanner and performs scanner maintenance processes.
• Prepping
• Inserts, appends, and merges documents when and where appropriate.
• Performs quality control/validation processes to ensure all documents are assigned the appropriate document name and all documents are scanned into the correct patient folder with the highest level of quality.
• Removes staples, identifies poor originals, secures damaged or small documents.
• Protects the confidentiality of primary and secondary health records and releases information as mandated by law, professional standards, and the hospital's policies.
• Chart Reviews and Chart Deficiency Analysis for Emergency Department and Ambulatory Surgery patients.
• Answers telephones consistent with Service Excellence standards, addresses and/or routes calls appropriately and in a timely manner.
• Technically evaluates, preps, and processes documents in preparation for the scanning process while ensuring correct patient identification on each page of record.
• Reviews assigned work queue(s) daily and ensures timely processing of all assignments in queues.
• Routes unidentified, incorrectly positioned, and poor quality documents to the documentation correction queue.
• Assists hospital staff, medical staff, public, and patients.
• Scanning
• Retrieves, reproduces, delivers and files health information throughout the facility and in offsite storage areas using numerical, alphabetical, and color coded systems.
• Performs transcription clerical functions.
• Other Duties
• Monitors chart completion queues and other queues as assigned to ensure records are completed appropriately.
• Documents or communicates requests or releases of records in appropriate system or to appropriate staff.
• Copies, prints, or faxes pertinent records in response to requests for release of records or continued care.
• Record Control
• Verifies physician dictation in dictation system if physician has documented dictation complete.
• Quality Control/Validation
• Plans, organizes, prioritizes, and coordinates work to achieve functional area goals and maximum productivity and efficiency on a day to day basis.

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 department policies, practices and operations.
• Knowledge of Microsoft Office applications.

Skills

• Perform duties using computers and equipment required for scanning and indexing of documents
• Perform data entry accurately with use of a keyboard and mouse.
• Effective oral and written communication skills.
• Detail oriented and organized.

Abilities

• Ability to learn the advanced aspects of the various indexes, storage, tracking, and retrieval systems.
• Ability to review records and verify patient information.
• Ability to retrieve, reproduce, deliver, track, and file records using various equipment and systems in the facility and offsite.
• Ability to recognize colors associated with color-coded filing system.

AVH Values: All AVH employees will effectively demonstrate these values:

• Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
• 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.
• 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.
• Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
• Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.
• Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
• Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.

Education and Experience:

Education

• High school graduate or GED equivalent.

Experience

• One-year prior experience working in an acute care hospital medical record department required.

Required Licensure and/or Certifications:

• None

AVH Conduct/Compliance Expectations:

• Conforms with required and appropriate Joint Commission requirements
• Ability to give and support the highest level of patient/customer satisfaction at all times
• Conforms to AVH Standards of Excellence
• Safely and effectively uses all equipment necessary to carry out duties
• Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
• Ability to interpret and function under hospital and department policies and procedures
• Conforms with and supports hospital quality assurance and improvement guidelines
• Supports and adheres to the values and mission statement established by the AVH Board of Directors
• Ability to maintain the confidentiality of patient, hospital and department information
• Ability to adhere with AVH Paid Time Off (PTO) Policy
• Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
• Ability to follow the Code of Conduct
• Ability to adhere to safety rules and regulations
• Ability to expand on own initiative in performance of duties
• Ability to adhere with AVH Absenteeism and Tardiness Policy
• Ability to function effectively under pressure and meet time parameters
• Ability to adhere with AVH Recording of Hours Worked Policy
• Ability to organize work and establish priorities
• Skill and ability to follow the telephone etiquette/standards
• Display a willingness to work as a team player
• Ability to participate effectively in department and hospital staff education
• Ability to adhere with AVH Leaves of Absence Policy
• Ability to adhere to the department dress code
• Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH

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.
• Frequent use of scanner, keyboard and video display terminal.
• Trips within the facility and to onsite storage areas will be required to retrieve or deliver records.

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

NOTE: THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB. THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.

Requirements

Education and Experience:

Education

• High school graduate or GED equivalent.

Experience

• One-year prior experience working in an acute care hospital medical record department required.