Clerk, HIM

Shenandoah Medical Center•Shenandoah, IA

About The Position

This role involves reviewing and maintaining patient medical records, ensuring accuracy, organization, and compliance with privacy regulations. Responsibilities include scanning, indexing, and archiving documents, processing requests for medical information from various entities, and coordinating the storage and retrieval of medical records. The position also requires adherence to record retention policies and effective communication with external vendors.

Requirements

Ability to review and maintain patient medical records.
Proficiency in scanning and indexing documents.
Understanding of EMR systems and maintaining organized charts.
Knowledge of accurate scanning and archiving procedures.
Skill in index entry and verification with correct naming conventions.
Ability to inspect scanning equipment and report maintenance needs.
Capability to verify patient information, account, and document type.
Competence in identifying and correcting filing errors.
Understanding of privacy and security principles for health records.
Ability to process requests for medical information from various sources.
Familiarity with federal, HIPAA, and State regulatory requirements for information release.
Experience with faxing record requests.
Proficiency in the 10-point verification process for authorizations.
Ability to charge and collect fees for information release.
Knowledge of policies for responding to subpoenas and court orders.
Skills in coordinating medical record storage.
Ability to maintain control over records and information.
Experience recalling archived records from off-site storage.
Effective communication skills with external vendors.
Knowledge of record retention and destruction requirements.
Ability to monitor record request volumes.
Skill in communicating retrieval issues.
Experience using online vendor portals.
Ability to monitor shred container utilization.

Responsibilities

Reviews and maintains all patients’ medical records.
Makes daily rounds to pick up records from Inpatient and Outpatient areas.
Ensures all discharged records are accounted for.
Scans and indexes documents into patient’s medical chart in a systematic order.
Ensures each section of the EMR is maintained in a neat, organized, readable format within 24-48 hours of receipt.
Ensures accurate scanning and archiving as outlined in daily work routine.
Performs accurate index entry and verification of the correct naming convention format.
Inspects scanning equipment and reports supplies/parts needed for maintenance.
Verifies correct patient, correct account, and proper document type.
Determines and makes corrections needed, including rearrangement, relocation of incorrectly filed documents, and replacement of unacceptable quality documents.
Ensures the privacy and security of stored health record information, protecting it from unauthorized alteration, damage, and loss.
Completes requests for medical information from government agencies, insurance carriers, other providers, patients (personal representatives), and attorneys.
Assists with incoming mail sorting and delivery within the HIM department.
Ensures all release of information requests comply with federal, HIPAA, and State regulatory requirements.
Faxes all record requests to the appropriate facility.
Reviews each authorization for completeness using a 10-point verification process.
May charge and collect costs incurred when releasing patient information.
Follows policy responding to subpoenas and court orders.
Coordinates storage of all medical records.
Maintains control over records and information throughout their entire process.
Recalls archived records from off-site storage vendor per provider or ROI vendor requests.
Communicates with external vendor in a positive, proactive, and responsive manner.
Maintains records in compliance with the latest record retention and destruction requirements.
Monitors the number of record requests received.
Communicates retrieval issues from off-site vendors.
Utilizes online web portal from off-site vendors.
Monitors shred container utilization in assigned area.
Performs other duties as assigned.