The posting
Under the oversight of the HIM Director and HIM Manager, the HIM Technician is responsible for facilitating the accurate and timely preparation, scanning, indexing, processing, analyzing, and retention of medical record documents within Meditech and offsite storage in accordance with established policies, procedures, Medical Staff Rules & Regulations and Bylaws, HIPAA regulations, and Joint Commission standards. This can include processing paper medical records (due to hybrid medical records), scanning and imaging of medical records, conducting deficiency analysis, processing release of information or patient portal requests, managing the legal birth certificate, fetal demise, and paternity process as required by TN Department of Health Vital Records and Statistics State law, maintaining record retention requirements per HIPAA and TN State law, and providing support for special projects as assigned.
The HIM Technician must be able to collaborate in a positive and productive manner with the health care clinicians, health care providers, HIM team, Quality team, Revenue Cycle team, HR, Marketing, IT, Risk Manager/Compliance Officer, and the hospital administrative and leadership teams. Ability to adapt to changes in the workload and work functions, to work independently, and to effectively prioritize work assignments is critical. Adherence to TN State requirements, Joint Commission requirements, CMS, and HIPAA regulations is mandatory.
The HIM Technician may be responsible for ensuring accurate and timely documentation and processing of birth certificates, fetal demise, and paternities as required by State law by the TN Department of Health, Vital Records and Statistics. The HIM Tech/Birth Registrar must be detail oriented and must collect patient information and process birth certificates, fetal demise, and paternity information in a timely and accurate manner. Excellent customer service skills are critical in this role due to the constant in-person, face-to-face interactions with the patients (biological moms), biological fathers, husbands/wives, and other friends and family member interactions that take place. The interactions must remain positive, respectful, confidential, and professional no matter what the customers' ethnicity, religion, sexual orientation, or socioeconomic background is. The Birth Registrar will maintain a Notary-Public in Williamson County for the purposes of notarizing paternities. This position is responsible for retrieving paper medical record documents from hospital patient care areas and preparing them for transit to the HIM Department for further processing.
The HIM Technician may be responsible for ensuring accurate and timely processing of paper medical record documentation is completed based off established policies, procedures, Medical Staff Rules & Regulations and Bylaws, CMS, HIPAA regulations, and Joint Commission standards. This involves ensuring each page contains the required patient identification, that all pages have staples and paper clips removed, that all images in Meditech are as clear as possible (and scanned in color if required), that all images are released or indexed into Meditech timely based on department established guidelines, and that all errors are corrected timely.
The HIM Technician may be responsible for ensuring accurate and timely analysis of electronic medical record documentation is completed based off established policies, procedures, Medical Staff Rules & Regulations and Bylaws, CMS, HIPAA regulations, and Joint Commission standards. This involves checking the prep/scan/indexing of other HIM co-workers and communicating any errors or oversights to them and the HIM management team as needed for re-education purposes.
The HIM Technician may be responsible for processing release of information or patient portal requests. These must be processed based on HIPAA regulations and established policies and procedures. Excellent customer service skills are critical in this role due to the in-person, face-to-face interactions with the customers that take place. The interactions must remain positive, respectful, and professional no matter what the customers' ethnicity, religion, sexual orientation, or socioeconomic background is.
Other duties as assigned.
Position Requirements
- High School Graduate or G.E.D.
- Hospital experience preferred.
- Strong communication skills required.
- Strong clerical skill and organizational skills.
- Computer skills and Microsoft Office skill required.
- Excellent interpersonal and teamwork skills and communication.
- Strong problem-solving skills.
- Strong analytical skills and ability to comprehend and analyze large quantities of operational data.
- Must be able to use standard office equipment and information systems.
- Exceptional organizational skills with attention to detail.
- Ability to work independently within established guidelines.
- Excellent oral and written communication skills required.
- Must be able to proactively prioritize work and have a keen ability to multi-task.
- Ability to adapt to changes in the workload and work functions.
- Office
- Prolonged sitting
- Repetitive motion (Ie. keyboarding, bending, reaching, and stretching to retrieve items up to 15 pounds).
- Prolonged viewing of computer screens and charts consisting of typed and handwritten entries.
- Must be able to able to lift and/or move up to 75 pounds without assistance and push up to 100 pounds on wheels
Key Results
- Performs 'prep' functions accurately to ensure medical record documents are efficiently scanned and indexed into Meditech. (This involves ensuring each page contains the required patient identification, that all pages have staples and paper clips removed, that all images in Meditech are as clear as possible (and scanned in color if required))
- Performs scanning functions accurately and timely.
- Performs verification and indexing of images accurately and timely.
- Maintains expected quality and productivity for prep/scan/index.
- Performs analysis process accurately and timely – assigning physician deficiencies accurately and handling physician rejections appropriately based on established policies, procedures, Medical Staff Rules & Regulations and Bylaws, CMS, HIPAA regulations, and Joint Commission standards
- Properly moves scanned medical record documents/images associated with the wrong patient, wrong account or wrong document type.
- Maintains expected quality and productivity for analysis
- Properly and respectfully communicates errors or oversights to prep/scan/index team & HIM management team as needed for re-education purposes.
- Exhibits proficient knowledge of hospital electronic health record system which includes patient search, incomplete system, and EHR/EMR navigation.
- Processes release of information or patient portal requests accurately and timely based on established policies, procedures, Medical Staff Rules & Regulations and Bylaws, HIPAA regulations, and Joint Commission standards
- Process birth certificates and fetal demises in an accurate & timely manner to the Department of Health Vital Records & Statistics division.
- Process paternity forms and entry of information into the TN Dept of Health Vital Records & Statistics software in an accurate and timely manner.
- Adheres to State rules for accurate and appropriate completion and submission of the birth certificate – positive and open line of communication with the Department of Health Vital Records & Statistics division team.
- Maintain birth registry notary public license and insurance and only use this per notary guidelines.
- Retrieves medical record documents from hospital patient care areas and prepares for transit to HIM Department for processing.
- Establish and maintain positive and professional long-term customer relationships & collaborate with clinical departments, the HIM team, Administration, IT, Quality, Risk Mgt & Compliance, Revenue Cycle/PFS team, the hospital management team, and outside vendors (Ie, Medicopy, Phreesia)
- Ability to adapt to changes in the workload and work functions, to work independently, and to effectively prioritize work assignments.
- Excellent customer service skills exhibited (due to the in-person, face-to-face interactions with the customers that take place.) The interactions must remain positive, respectful, and professional no matter what the customers' ethnicity, religion, sexual orientation, or socioeconomic background is.
- Addresses and corrects dup MRNs and/or combined accounts for PFS team accurately and timely.
- Other duties as assigned.
