Document Imaging Technician (NIGHTS)

Chesapeake Regional Healthcare • Chesapeake, VA

4d • Onsite

About The Position

The Document Imaging Technician scans paper medical records, prepares them for scanning, and scans batches and documents to create an electronic paper record. This role involves monitoring the manual indexing queue of unassigned images, reviewing each electronic image in the batch, and performing mobile scanning on all nursing units, Surgical Services areas, and Cardiac Cath. The technician is responsible for ensuring the accuracy and quality of scanned documents, maintaining productivity standards, and adhering to confidentiality policies.

Requirements

• High school diploma or equivalent
• Extensive working knowledge of medical terminology
• Knowledge of patient record content and format for inpatients and outpatients
• Ability to perform each essential duty satisfactorily
• Ability to reconcile paper medical records with the hospital census
• Ability to verify patient information on every page
• Ability to repair forms and remove staples/paper clips
• Ability to identify and separate multi-part forms
• Ability to revise non-standard documents for scanner processing
• Ability to perform daily scanner maintenance and calibration
• Ability to load batches correctly into scanner and monitor scanning process
• Ability to handle paper jams and restart scanning process
• Ability to reorganize scanned batches
• Ability to maintain record storage area
• Ability to maintain established productivity requirements
• Ability to maintain a 96% or greater accuracy rate
• Ability to utilize the department computer system effectively
• Ability to adhere to confidentiality policies
• Ability to monitor and process the manual indexing queue
• Ability to determine correct patient and document identification for each image
• Ability to review and disposition images appropriately
• Ability to index image records correctly
• Ability to interact with nursing, surgical technicians, and unit secretaries
• Ability to ensure current paperwork is scanned within 24 hours
• Ability to adhere to Service Excellence Standards and Expectations
• Ability to exhibit excellent customer relations
• Ability to exhibit courteous communication skills
• Ability to work with others
• Ability to exercise good judgment
• Ability to demonstrate courtesy, compassion, and respect
• Ability to work as a team
• Ability to demonstrate commitment to flexible work schedules
• Ability to present self in a positive manner
• Ability to attend required hospital-wide orientations, meetings, and in-services

Nice To Haves

• Associate’s degree in Health Information Technology
• 3 to five years in a hospital’s Health Information Department or in a physician’s office

Responsibilities

• Reconcile paper medical records with the hospital census to verify receipt of all records.
• Confirm patient information (name, medical record number, account number) on every page and add patient stickers to forms missing demographic information.
• Review scanned information against paper documents for readability, correct order, and complete scanning of all sides.
• Identify and repair damaged forms (torn, wrinkled, folded, dog-eared) and remove staples and paper clips.
• Separate and sequence perforated forms, and revise non-standard documents for scanner processing.
• Print and add cover sheets for proper patient and account numbers to create batches.
• Perform daily maintenance and calibration of the scanner for optimal image quality.
• Load batches correctly into the scanner, adjust guides, and monitor scanning process for image quality and barcode recognition.
• Address paper jams, rectify problems, correct batches, and restart the scanning process.
• Reorganize scanned batches and prepare them for the quality control process.
• Maintain the record storage area to ensure folders are neat, orderly, and accessible.
• Consistently maintain established productivity requirements and achieve a 96% or greater accuracy rate.
• Utilize the department computer system effectively and proficiently.
• Adhere to confidentiality policies for all patient, employee, physician, and client information.
• Monitor the manual indexing queue of unassigned images, prioritize batches, and retrieve them for processing.
• Review each electronic image in the batch.
• Determine the correct patient name, medical record number, account number, and document type for each image.
• Review and determine if an image should be added as a new document, replace a page, replace an entire document, or be deleted.
• Index image records appropriately by selecting the correct patient, medical record number, and encounter.
• Interact with nursing, surgical technicians, and unit secretaries to ensure current paperwork is scanned into the patient record within 24 hours, with a particular focus on time-sensitive documents like history and physicals.
• Adhere to Service Excellence Standards and Expectations.
• Exhibit excellent customer relations to patients, visitors, physicians, and co-workers.
• Exhibit courteous communication skills and the ability to work with others, exercising good judgment.
• Demonstrate courtesy, compassion, and respect.
• Work as a team to continuously improve work quality.
• Demonstrate commitment to flexible work schedules when necessary for patient care.
• Present a positive image through personal attire and etiquette.
• Attend required hospital-wide orientations, meetings, and in-services.

What This Job Offers

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