Clerk, HIM

Shenandoah Medical Center • Shenandoah, IA

2d

About The Position

This role involves the comprehensive management of patient medical records, ensuring their accuracy, organization, and security. Responsibilities include daily record maintenance, scanning and indexing documents into the Electronic Medical Record (EMR) system within a 24-48 hour timeframe, and verifying the correct patient, account, and document type. The position also handles requests for medical information from various entities, ensuring compliance with federal, HIPAA, and State regulatory requirements. Additionally, the role coordinates the storage of medical records, maintains control over records throughout their lifecycle, and manages interactions with off-site storage vendors. The Clerk, HIM also performs other assigned duties.

Requirements

• Reviews and maintains all patients’ medical records.
• Making daily rounds - pick up records from Inpatient and Outpatient areas
• Ensure that all discharged records are accounted for
• Scan and index documents into patient’s medical chart in a systematic order.
• Ensure that each section of the EMR is maintained in a neat, organized, readable format. This should be done within 24-48 hours of receipt in the HIM department
• Ensure the process of accurate scanning and archiving as outlined in daily work routine
• Accurate index entry and verification of the correct naming convention format
• Inspect scanning equipment and report supplies/parts needed for maintenance
• Verify correct patient, correct account and proper document type
• Determine any corrections that are needed, included but not limited to proper rearrangement, relocation of incorrectly filed documents and replacement of documents deemed to be of unacceptable quality
• Privacy/Security-ensures that the information stored in a health record is protected from unauthorized alteration, damage and loss.
• HIM staff is responsible for completing requests from the following requestors: government agencies, insurance carriers, other providers, patients (personal representatives), and attorneys.
• Assist with incoming mail sorting and delivery within the HIM department
• Ensure that all release of information requests are in compliance with federal, HIPAA and State regulatory requirements
• Fax all record requests to appropriate facility
• Review each authorization for completeness using 10 point verification process
• May charge and collect costs incurred when releasing patient information, such as copying, postage, etc
• Follow policy responding to subpoenas and court orders
• Coordinates storage of all medical records.
• Maintain control over records and information throughout their entire process while in medical records
• Recall archived records from off-site storage vendor per provider or ROI vendor requests
• Communicate with external vendor in a positive, proactive and responsive manner
• Maintain records in compliance with the latest record retention and destruction requirements
• Monitor the number of record requests received
• Communicate retrieval issues from off-site vendors
• Utilize online web portal from off-site vendors
• Monitor shred container utilization in assigned area
• Performs other duties as assigned.

Responsibilities

• Reviews and maintains all patients’ medical records.
• Makes daily rounds to pick up records from Inpatient and Outpatient areas.
• Ensures that all discharged records are accounted for.
• Scans and indexes documents into patient’s medical chart in a systematic order.
• Ensures that each section of the EMR is maintained in a neat, organized, readable format within 24-48 hours of receipt in the HIM department.
• Ensures the process of 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 or relocation of incorrectly filed documents and replacement of documents of unacceptable quality.
• Ensures that the information stored in a health record is protected from unauthorized alteration, damage, and loss.
• Completes requests from government agencies, insurance carriers, other providers, patients (personal representatives), and attorneys.
• Assists with incoming mail sorting and delivery within the HIM department.
• Ensures that all release of information requests are in compliance 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, such as copying and postage.
• Follows policy responding to subpoenas and court orders.
• Coordinates storage of all medical records.
• Maintains control over records and information throughout their entire process while in medical records.
• Recalls archived records from off-site storage vendor per provider or ROI vendor requests.
• Communicates with external vendors 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 the assigned area.
• Performs other duties as assigned.

What This Job Offers

• Career Level: Entry Level
• Education Level: No Education Listed