Job Description

Job Description

Job Description

Description:

The Health Information Management Specialist plays a vital role in supporting OAW staff while ensuring confidentiality of patient information is at the forefront of all interactions and tasks. Create new medical records, retrieve existing medical records by gathering appropriate chart and contents, verify existing record numbers, retrieve charts from various locations, and deliver records.

• Ensure medical records are kept confidential, secure, current, authenticated, legible, and complete.
• Prepare patient out guides to include office notes, operative notes, and imaging results.
• Identify and label charts for worker’s compensation, in addition to preparing worker’s compensation documents for the treating provider.
• Create weekly patient labels for main clinic on holidays and satellite clinic.
• Prepare charts for satellite clinic patients to include new patient paperwork.
• Ability to navigate several programs to include EMDAT, EPIC, and PaperVision.
• Answer medical record phone and direct the call to appropriate department.
• Assist with daily mail distribution and preparation of internal mail for satellite clinics.
• Scan records into patient’s EPIC chart according to the crosswalk.
• Work in conjunction with copy service to fax certified medical record requests, including attorney and workers compensation.
• Assist patients calling for a verbal authorization form and send records per their request.
• File upcoming surgery patient authorization forms to process once surgery is completed.
• Date stamp and initial incoming medical records requests.
• Sort certified attorney request by OAW and TOSC and fax to Datavant (formerly Ciox Health) to Right fax
• Process continuing of care records and patient requests in a timely manner.
• Process disability, workers compensation, SSA disability, and non-attorney requests.
• Verify requests faxed over to Datavant to confirm they have been completed.
• Separate all claim by patient personal, SNF, faxes, or by mail and process ASAP.
• Scan image photos as soon as received and upload patient photos from appointments into patient's EPIC chart.
• Scan FMLA/disability forms and PT/OT records sent from outside facilities into EPIC media tab.
• Scan radiology department requests and miscellaneous letters into EPIC media tab.
• Separate finished out guides and separate office sheets to be scanned into EPIC.
• Print record requests from Med Red sent by administrative assistant or billing department.
• Assist when needed to print out dictated office notes/radiology/operative reports for daily appointments.
• Collaborate with internal customers, including physicians, leadership, and staff and external customers including patients, attorneys, insurance companies, vendors, outside physicians and medical facilities to ensure optimum patient flow and services.
• Assist with release of information operations including the functions of release of information, forms completion, record access and adherence to various internal and external privacy/compliance requirements as well as state and federal regulations.
• Maintain scanning and chart prep volumes, and department supply ordering spreadsheets.
• Responsible for sorting, prepping, and scanning a high volume of documents into patient EPIC charts.
• Demonstrate diplomacy and tact in dealing with all service areas/patients.
• Print daily clinic patient appointment schedules for main clinic and satellite clinic.
• Assist with prepping of daily appointment out guides/charts for main clinic and satellite clinic.
• Print documents for patient appointments.
• Request external records for patient appointments and scans into patient’s chart, attaches tracking note to documents for patient appointments.
• Assist with completion of worker’s compensation WKC-16 documentation by faxing documents to insurance companies, scanning documents into patient’s chart and creating a note in EPIC in the patient's guarantor account.
• Comply with all HIPAA policies and confidentiality.

Minimum Qualifications

• Minimum one year of health information management experience in a high-volume healthcare setting.
• Current knowledge of patient confidentiality requirements.
• Knowledge of medical terminology, medical records forms and formats, storage, and retention of medical records.
• Proficiency in computer applications and electronic health records used in healthcare organizations.
• Ability to work independently, prioritize tasks, and handle confidential information with discretion.
• Strong communication skills, both verbal and written, with the ability to explain record request process to patients and staff.
• Commitment to providing excellent customer service and advocating for the privacy and security of our patient’s information.

Physical and Mental Demands

Communication Skills

Ability to communicate confidential patient information in a clear and understandable manner to patients, external and internal requestors. This includes verbal communication skills for explaining release of information procedures, record retention standards, as well as written communication skills for composing emails, letters, and reports. Being able to empathize with patients who may be experiencing stress due to medical conditions. Active listening skills are essential for understanding patients' concerns and needs, which helps in providing appropriate support and guidance.

Judgement and Decision Making

Being able to analyze patient records to efficiently print documents for appointments as well as for requests for records. Analyze documents while prepping and scanning to ensure the necessary patient identifiers are on documents and documents are scanned/imported into the correct patient chart. Devise creative solutions to address patients' needs and the needs of the HIM department. Problem-solving skills are valuable for deciding which patient records are needed for requests for information.

Software and Technology

Proficiency in using computer software and databases for managing patient information. Familiarity with electronic health records (EHR) systems and scanning software. Familiarity with electronic facsimile software, operating a scanner and copier machine.

Work Environment

The primary work environment is office based and the noise level is typically moderate. Will occasionally be out in the clinic/surgery environment where the environment has patients and physicians, is frequently exposed to airborne particles, and is rarely exposed to bodily fluids. While performing the duties of this job, the employee is regularly required to sit and talk or listen. The employee frequently is required to use hands to finger, handle, or touch objects, tools, or controls. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Equal Employment Opportunity

OAW provides equal employment opportunity to all applicants and employees. OAW disapproves of, and will not tolerate, unlawful discrimination against any applicant or employee because of race, color, national origin or ancestry, gender (including pregnancy, childbirth, or related medical conditions), gender identity, age, religion, disability, family care status, veteran status, marital status, sexual orientation, or any other basis protected by local, state, or federal laws.

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