HIM Specialist
Position Description :
Health Information Management Job Description
Health Information Management Specialist
Job Summary
The HIM Specialist will routinely perform duties in support of the management of Horizon Patient Folder (HPF)/McKesson Patient Folder (MPF) workflow queues, the source clinical E.H.R. (e.g., MEDITECH, Epic, MedHost, Cerner, etc.), working applicable worklists within 3M 360 Encompass, resolving unbilled accounts, routine data entry of unbilled reason codes (URCs), retrieving medical records and loose documentation from ancillary departments and nursing units, prepping, scanning and indexing of the documents into HPF/MPF or E.H.R and performing quality checks of documents scanned, processing birth certificates as required by state law, assisting with ROI requests, answering phones, processing HIM incoming mail, and processing physician suspensions.
HIM Specialists may not perform all of the duties noted within this Job Description. It is anticipated that each HIM Specialist will have a primary set of duties and may serve as a secondary or tertiary backup to other duties within the scope of the HIM Specialist role. This position may work a day, evening or night shift, may work weekday and/or weekends, and may work with limited supervision.
Supervisor Facility HIM Director
Supervises None
Key Interactions Physicians, ancillary department staff/directors, patients and family members
HIM Department Duties:
Retrieves discharged medical records from various departments in the hospital and reconciles them to ensure that all records are accounted for.
Facilitates the retrieval and printing of medical records from storage, as well as the storage, archival and record retention of documents and/or other Alternate Media that cannot be scanned into HPF/MPF (e.g., fetal monitor strips).
May assist with the physician suspension process by evaluating if a physician should be put on suspension, creating the list of recommended suspensions for approval, sending out notice letters, making reminder calls, etc.
May assist with physician system use related questions related to HPF/MPF, the physician portal, E.H.R., 3M 360 Encompass, or other issues that may arise.
May assist in setting up review queues for external chart reviews, provides training, and addresses questions.
Resolves accounts assigned to various HPF/MPF work queues, E.H.R. worklists, eRequest queues, and worklists in 3M 360 Encompass which require research and analysis to determine the appropriate actions(s) to be taken.
Supports the completion of physician documentation (e.g., queries) by calling, monitoring and assisting physicians with HPF/MPF or E.H.R.
May spend significant time researching, analyzing, and resolving unbilled accounts utilizing applicable system(s).
Ensures unbilled reason codes (URC) are entered in applicable system(s) timely.
May assist with merging duplicate accounts, which requires research and problem solving.
May assist with release of information (ROI) requests, involving interaction with customers in person or over the phone and giving instruction, ensuring the validity and authorization of the request, routing requests to applicable ROI vendor personnel for processing, and processing urgent requests on a limited basis.
Assists the Facility HIM Director in gathering statistics for HSC reporting (e.g., documentation for timeliness of History and Physicals, Operative Reports, etc.).
Document Imaging Responsibilities
Prepares medical records and loose documents for scanning.
Scans medical record documents into HPF/MPF and/or E.H.R.
Indexes medical record documentation in HPF/MPF and/or E.H.R.
Performs a paper document to PC screen quality control validation to ensure that all documents associated with each record have been scanned.
Facilitates daily maintenance of scanning equipment.
Assists with post-scanned document retention.
Birth Certificate Responsibilities :
Completes any certification program and continuing education that may be required by state law to accurately perform the duties of the birth certificate clerk and works under the guidelines and process as defined by the state.
Interacts with the parents to collect and document the birth information, delivering the appropriate forms to them and providing guidance in the completion of the forms.
Works with the parents to complete the Acknowledgment of Paternity form, which can require patience, diplomacy, and sensitivity if there is conflict regarding parental responsibility.
Reviews patient medical records and other resources, as needed, to obtain required birth information.
Reviews completed birth certificate worksheet for completeness and accuracy.
Enters birth information into the state required system and transmits data in timeframe required by state law.
Meets with auditors, according to state regulations, to monitor/audit the birth certificate and AOP process, providing reports and data to them as needed.
May update baby names in the E.H.R. and validates name change in HPF/MPF.
Other Duties :
Communicates issues and process barriers to Facility HIM Director/Coordinator.
Maintains confidentiality with all PHI and HIPAA related information.
Works effectively as part of a team atmosphere to perform duties and achieve daily operational goals.
Meets or exceeds established productivity standards.
Maintains or exceeds established quality standards.
Practices and adheres to the Companys Code of Conduct philosophy and Mission and Value statement
Other duties as assigned.
KNOWLEDGE, SKILLS & ABILITIES
Adaptability maintaining effectiveness when experiencing major changes in work tasks or the work environment; able to adapt to change in environment, work structure/processes, or requirements positively and proficiently. Able to multitask effectively.
Communications communicates clearly, proactively, and concisely with all key stakeholders; able to maintain effectiveness when dealing with difficult situations or people.
Continuous Improvement originating action to improve conditions and processes; identifying improvement opportunities, generating ideas and implementing solutions.
Customer Focus ensuring that the customer perspective is a driving force behind decisions and activities; implementing services and practices that meet the customers and organizations needs.
Decision-making identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for solving problems and taking action.
Initiating Action takes prompt action to accomplish objectives; responds quickly and independently, and takes action that goes beyond the job requirements in order to achieve objectives.
Planning & Organizing establishes courses of action for self and others to ensure work is completed efficiently; prioritizes critical activities and assignments; stays focused and uses time effectively, preventing irrelevant issues or distractions from interfering.
Quality Orientation accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
PC Skills - Proficiency in computer skills and some knowledge of regulatory compliance.
EDUCATION
High school graduate or equivalent preferred
EXPERIENCE
Hospital or physician office experience preferred; but not required. Previous experience in the handling of patient health information, medical records document imaging and/or medical records is strongly preferred
CERTIFICATE/LICENSE Completing a certification program from the state may be required for Birth Certificate processing; training will be provided
