HIM DOC IMAGING TECH II - HIM OPERATIONS

North Oaks Health System   Hammond, LA   Full-time     Health Care Provider
Posted on November 25, 2021
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 Status: Full Time

Shift: M-F 7a-3:30p

Exempt: No

Requirements:

Education:
High school diploma or equivalent required.

Licensure/Certification/Registration:
Registered Health Information Technician (RHIT) preferred

Experience/Skills: 
O
ne year general medical record experience or similar office experience required.
One to three years experience in a Health Information Management Department or related healthcare facility preferred
Basic keyboarding and window operating environment and computer skills required.
Good verbal communication skills required.
Good reading comprehension required.
Focus and attention to detail required.
Customer service skills required.
Previous experience with HIM automated or electronic record systems is preferred.
Knowledge of basic medical terminology is preferred.
Organizational and time management skills is preferred.

Physical Demands: 
Must be able to retrieve medical records from high and low shelves. Must be able to lift at least 10-lbs in weight above shoulder level for filing purposes.Must be able to bend, stoop, reach and climb ladders to access/file medical records.Must be able to sit and/or stand for extended periods of time. 
Strength: Sedentary
Push: Occasionally
Pull: Occasionally
Carry: Occasionally
Lift: Occasionally
Sit: Frequently
Stand: Frequently
Walk: Occasionally

Summary:

Under direction from the HIM Director, the HIM Document Imaging Technician II performs all of the tasks associated with medical record document capture for the electronic medical record – the functions of quality review, chart corrections; analysis and physician completion/ fines processes of the paper documents are the main tasks of this position. Document preparation, scanning and indexing are part of the chart correction process. These tasks must be performed with a high degree of accuracy and within tight time frames to support provider access to health information. This position also has the primary responsibility for safeguarding the confidential protected health information. HIM Document Imaging Technicians II has direct interactions with physicians, and others who require access to health information. This staff member must also know and apply regulatory requirements for chart completion and the fines process. Special study auditing is also an element of this position. Some of these staff members will be trained in completion of the birth certificate process requiring knowledge of the laws related to paternity and completion of a legal birth certificate.:

Responsibilities:

Major Duties:
Meets organizational expectations as defined by the Employee Standards of Performance, hospital and department policies and procedures, and the hospital’s strategic goals.
Verbalizes a clear understanding of continuous quality improvement and customer satisfaction measures and actively participates in improvement initiatives.

Chart Preparation
1. Retrieves documents - clinically critical and non-critical documents.
2. Checks each document to ensure appropriate identification exists on each form – checks patient label.
3. Verifies correct medical record number assignment and reports errors.
4. Separates clinically critical document from non-critical documents prior to scanning.
5. Clinically critical documents which should be scanned on the units are placed in the quality review location to be checked by the HIM Document Imaging II Specialists.
6. Prepares all remaining documents by removing staples, paper clips, sticky notes, and rubber bands and repairs documents to ensure ability to scan easily.
7. Checks each document for poor quality originals and stamps with “poor original” stamp according to documented procedure.
8. Copies all damaged documents so that they can go through the scanning process without difficulty.
9. Securely attaches all rhythm strips and other small documents such as pictures, etc. to 8 ½ x 11 paper for scanning.
10. Ensure the non-critical available documents are properly organized and prepared for scanning.
11. Creates batches/batch documents for scanning.

Chart Scanning
1. Performs scanning process according to established procedures.
2. Maintains appropriate set up for scanners to ensure optimal image results.
3. Places completed batches in appropriate area for indexing.

Indexing
1. Reviews HIM scanned images within established time frames.
2. Ensures that each HIM scanned document is indexed to the correct patient/encounter/tab.
3. Ensures that each HIM scanned document is assigned the correct document name.
4. Identifies pages that did not scan clearly or correctly and make appropriate corrections
5. Rescans any documents that did not scan properly ensuring proper placement in a patient’s record (may require deletion of poor images and replacement of proper images).
6. Identifies documents scanned that are of poor quality and marks poor quality documents
7. Ensures that all scanned documents have correct orientation (positioning).
8. Verifies that bar-coded documents are correctly indexed.
9. Inserts pages/documents when and where appropriate. Also may delete and/or replace pages.
10. Reviews assigned work queue(s) several times per shift and ensures timely processing of all assignments in the queues.
11. Meets appropriate quality and productivity measures.
12. Performs scanner cleaning at least weekly or as needed basis according to instructions; maintain equipment including basic troubleshooting of problems.
13. Training other staff or assisting providers with access to the electronic record.
14. Interacts and communicates with nursing, physicians, and other professionals within the organization and may participate on performance improvement teams as requested.
15. Performs other duties as assigned or directed to ensure smooth operation of the HIM department and the organization.· 

Quality Review

  1. Review the integrated scanned documents performed by nursing and batch scanning performed by HIM Technician I staff. This review includes reviewing for accuracy, completeness and view ability as well as ensuring the correct document type has been applied.
  2. Provides feedback to nursing and HIM staff regarding findings.
  3. Performs chart corrections including replacing labels, moving documents to the correct document type and places documents in order, etc.
  4. Performs chart corrections including replacing labels, moving documents to the correct document type and places documents in order, etc.

 Analysis

  1. Performs initial analysis required on documents to be completed by physicians for each discharged record.
  2. This includes reviewing for regulatory compliance.· Final Analysis upon physician completion or return of a deficiency from a physician is performed by this position.·
  3. Monitors work queues assigned in OnBase (scanning) and EPIC for chart completion and fines.
  4. This includes review of history and physical/operative report queues.
  5. Completes final analysis process of a discharged record.· Fines· Ensures physicians complete records within organization and regulatory requirement time frames.
  6. Sends patient listings as appropriate to requesting physicians regarding their individual outstanding deficiencies.