Document Control Specialist

Jefferson Health Plans • Philadelphia, PA

1d • Onsite

About The Position

The Document Control Specialist is responsible for prepping, scanning, and indexing clinical paper documentation (medical records) for Jefferson Health Center City. This includes records for hospital and physician practice documentation. The specialist performs quality review of the documentation, ensuring clear patient identifiers, service dates, authentication, and other regulatory requirements are met in accordance with The Joint Commission, State and Federal Laws, and other regulatory entities. This role is responsible for assigning documentation to the correct patient, encounter, and document type in the EHR, providing timely, accurate, and accessible electronic patient health information. The specialist works with the Manager of HIM Document Management & Record Integrity to ensure all clinical documentation is accessible within the EHR within 24 hours of creation or a defined timeframe. This is a 20-hour position, with weekend hours (Saturday and Sunday 8 am-4:30 pm) that are not negotiable, and 4 hours on another negotiable day. Work is covered at three sites: TJUH 11th & Chestnut, JHN Hospital 9th & Walnut, and Jefferson Methodist 2301 Broad St. Most employees work at TJUH, but after months of training, they may be asked to work shifts at the other locations. Some holidays may be required.

Requirements

• High school graduate or equivalent with GED.
• Experience in Health Information Management preferred.
• Prior experience in scanning and/or indexing of documents in an EHR.
• Good communication skills.
• Knowledge of medical record imaging format and content.
• Ability to review records and verify patient identifiers are included.
• Ability to perform job functions and make decisions with limited supervision.
• Ability to interact with healthcare providers.
• Good organizational skills with the ability to prioritize tasks.
• Good communication skills required.
• Ability to walk around campus and push WOW (Workstation on wheels) weighing over 50 lbs.

Responsibilities

• Performs duties that include the preparation, scanning, indexing, and quality analysis of paper documentation for both Hospital and Jefferson University Practices (JUP) paper medical records.
• Ensures documents are aligned, maintained, and uniform in the EHR (Epic and Onbase).
• Picks up and delivers documents from medical practice and/or hospital units to the HIM central location.
• Responsible for tracking and verifying receipt of discharged patient records.
• Preps all pages for the scan process (i.e., removing staples and ensuring document readability).
• Responsible for verifying appropriate patient identification on every page of the document (both sides).
• Scans medical record documentation following established processes in a timely manner to ensure information is available for patient care.
• Inspects the quality of each document scanned.
• Manually indexes documents to the correct patient, encounter, document type, and document date.
• Indexes documents associated with orders to the correct order number so that the order closes in the EHR.
• Assesses documents received from RightFax, determining if they need to be routed to Clinical Support personnel in accordance with established guidelines.
• Indexes documents to the correct patient, encounter, document type, and document date.
• Performs qualitative analysis of scanned and indexed documentation to ensure the integrity of the electronic health record.
• Validates the paper record against scanned images to ensure a complete and legible record.
• Assists with corrections of documents scanned and indexed by other departments, including re-indexing document types, removing duplicate documents, and moving documents to the correct encounter or patient record.
• Inspects the equipment used for scanning and indexing on a daily basis.
• Keeps equipment clean to ensure clear capture of the scanned document.
• Reports inventory of supplies to management as needed.
• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.

Benefits

• Medical (including prescription)
• Supplemental insurance
• Dental
• Vision
• Life and AD&D insurance
• Short- and long-term disability
• Flexible spending accounts
• Retirement plans
• Tuition assistance
• Voluntary benefits (group rates on insurance and discounts)
• Tuition discounts at Thomas Jefferson University (after one year of full-time service or two years of part-time service)

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED