Release Of Information Technician Iii - Medical Records - Full Time/Evenings - Req# 1929657266

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 in one or more of the following functions: processing all requests for release of information including subpoenas; audits; researching patient information; data entry; prepping records and requests for records; scanning records, quality control/validation, record retrieval, filing, and delivery. This position will maintain daily workflow while ensuring processing of record requests with a high level of quality.

Duties and Responsibilities:

• Enter checks received in release of information system and process daily deposits per guideline.
• Logs requests in the release of information application.
• Demonstrates an understanding of the release of information process, including guidelines, regulatory manuals, facility policies, procedures and forms.
• Protects the confidentiality of primary and secondary health records and releases information as mandated by law, professional standards, and the hospital's policies.
• Technically evaluates, prepares, assembles and processes documents in preparation for the scanning process while ensuring correct patient identification on each page of the record.
• Uses audit tools to perform quality review and validation processes on records prior to mailing or filing records for patient pickup.
• Record Control
• Removes staples, identifies poor originals, and secures damaged or small documents.
• Answers telephones consistent with Service Excellence standards, addresses and/or routes calls appropriately and in a timely manner.
• Assigns a batch identification number according to procedure.
• Performs transcription clerical functions.
• Scans documents in a timely manner while verifying accuracy of preparation, quality, and potential scanning hazards. Writes batches to correct work queue.
• Copies, prints, or faxes the minimum necessary in response to requests for release of records or continued care.
• Maintains and uses a variety of health information indexes, census, logs, storage, and retrieval systems. Researches, compiles and generates information related to same.
• Opens mail, researches patient information, prints master patient index, and prepares release of information requests for the scanning process.
• Release of Information
• Assists hospital staff, medical staff, public, and patients.
• Processes all release of information request types including audits, subpoenas according to regulatory requirements while meeting timeliness requirements for various request types.
• Scanning
• Retrieves, reproduces, delivers and files health information throughout the facility and in offsite storage areas using numerical, alphabetical, and color coded systems.
• Researches and enters patient data into various systems as defined by procedure.
• Prepares batches and completes appropriate information on cover sheet for each patient type.
• Other Duties
• Performs quality control/validation processes to ensure all release of information requests are assigned the appropriate document name and all documents are scanned to the correct patient with the highest level of quality.
• Responds to and processes all written, phone, and walk-in requests for protected health information in an accurate manner as needed to meet the timeliness requirements for various request types.
• Processes photographs as defined in the guidelines.
• Technically evaluates, preps, and processes documents in preparation for the scanning process while ensuring correct patient identification on each page of record.
• Prepping
• Maintains scanner and performs scanner maintenance processes.
• 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 Microsoft Office applications.
• Knowledge of department policies, practices and operations.

Skills

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

Abilities

• Ability to read documentation in chart.
• 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 learn the advanced aspects of release of information processes and regulations.
• Ability to recognize colors associated with color-coded filing system.
• Ability to deal with multiple calls and walk in customers while promoting customer service.
• Ability to retrieve, reproduce, deliver, track, and file records using various equipment and systems in the facility and offsite.

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

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

Education and Experience:

Education

• Completion of 1 semester of college level Medical Terminology or demonstrated proficiency as evidenced by related work experience.
• High school graduate or GED equivalent.

Experience

• Prior experience as a Release of Information Technician II in an acute care hospital medical record department required.
• One-year prior experience working in an acute care hospital medical record department required.

Required Licensure and/or Certifications:

• None

AVMC Conduct/Compliance Expectations:

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

Physical Requirements and Working Conditions:

• Trips within the facility and to onsite storage areas will be required to retrieve or deliver records.
• Frequent use of scanner, keyboard and video display terminal.
• Work is usually performed in a normal office environment and may require long periods in sedentary position performing one function.

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

• High school graduate or GED equivalent.
• Completion of 1 semester of college level Medical Terminology or demonstrated proficiency as evidenced by related work experience.

Experience

• Prior experience as a Release of Information Technician II in an acute care hospital medical record department required.
• One-year prior experience working in an acute care hospital medical record department required.