PRIMARY FUNCTION:

Responsible for preparation and scanning of medical records received by HIMS.  Assures readiness of records for transport to offsite vendor for prep, scan and importing into the document imaging system.  Quality check and correct scanned images to maintain an efficient document imaging system. 

PRINCIPAL DUTIES AND RESPONSIBILITIES:   

Responsible for preparation and indexing patient records/reports to support the timely availability of an accurate, efficient EHR system.

Retrieves records and ancillary reports from the patient care units.

Prepares medical record documents according to department policy and verifies correct patient identification on each document.

Scans medical record documents using low speed scanners and performs limited quality control monitors on imaged documents.

Maintains the medical record batches in a neat and orderly manner.

Bundles, packs, and accounts for discharged patients' medical records for transport according to department policy.

Maintains patient records in an electronic format by moving, copying, and deleting under the direction and/or supervision of the Document Imaging Supervisor.

Performs quality control review on imported record images and verifies accurate indexing of medical record documents. 

Prepares accuracy reports of quality control review monitors on imaged documents.

Responsible for indexing documents scanned to the work queue daily to support patient care in the ambulatory practices.

Validates each scanned document to ensure it contains patient name and date of birth and reports are complete prior to indexing.

Accurately select office visit encounters to index scanned documents and creates documentation only encounters in the patient registration system prior to indexing

when necessary.

Adheres to guidelines for indexing scanned documents to established document types. Performs limited quality control monitors on imaged documents.

Consults with HIMS management staff with questions about document types and identifies new documents that require new document types to be created for indexing.

Informs HIMS management staff about issues or concerns that impact timely indexing of documents.

Places scanned documents on hold when necessary to resolve issues with incomplete reports, patient identification or document type location.

Submits MPI merge webform to report potential medical record merges and inaccurate patient demographics.

Prepares accuracy reports of quality control review monitors on imaged documents.

Works among the Document Imaging Staff to aid in the timely processing of records.

Communicates with Supervisor to keep him/her informed of the status of work, potential issues, and concerns.

Submits timely, accurate and concise daily productivity reports in accordance with department policy and practice.  

Utilizes general office equipment and computer systems/software applications necessary to perform responsibilities.

Performs assigned work safely, adhering to established departmental safety rules and practices; reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.

Performs other related duties as required.

EDUCATION AND EXPERIENCE REQUIREMENTS:

High school graduate or equivalent.

Two years Health Information Management experience, or equivalent preferred.

Successful completion of a Medical Terminology course.

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:

Knowledge of medical record content.

Ability to demonstrate computer skills and the ability to utilize various software packages.

Ability to quickly learn new software.

Demonstrated organizational skills.

Ability to communicate efficiently and effectively in both written and verbal form.

Ability to deal with others at a variety of levels with diplomacy and tact.

Ability to work in a high volume, high stress area.

Ability to organize work while managing multiple priorities.

Ability to work with exceptional attention for detail.

Ability to work as part of a team and with minimal supervision.

Ability to work independently within established guidelines.

SPECIAL REQUIREMENTS:

None.

Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.