Health Data Technician (Part-time)

Chesapeake Regional Healthcare•Chesapeake, VA

About The Position

The Health Data Technician maintains medical records operations by following policies and procedures and reporting needed changes. The role assists HIM Operations with release of information, record preparation, scanning and indexing, analysis, and Birth/Death Registry processes to comply with CRH, state and federal policies, HFAP, and HIPAA requirements. It involves direct customer service and requires conduct that projects a positive image of the department and CRH. The position supports birth and death registry functions, including preparing and entering birth certificates, completing paternity documentation, handling death certificates and related reports, and ensuring registry processes follow applicable statutory requirements. It also performs quality checks on birth worksheets and works with nursing to establish accurate clinical data for statistical purposes. Additional duties include compiling statistical data, supporting service recovery and customer service, maintaining confidentiality, and communicating effectively across departments. The role handles requests for confidential patient information, verifies identity and authorization, confirms requestors’ legal rights, and checks the accuracy and appropriateness of disclosures. HIM Operations duties include reconciling paper records with hospital census data and preparing records for scanning by checking identifying information, page quality and orientation, repairing or organizing documents, and creating batches. The technician also prepares certified delinquency notifications to physicians and scans requested or missing documentation into charts. The position reports to the HIM Operations Manager and supervises no staff.

Requirements

Associate degree in Health Information Technology.
At least 3 years of experience in an acute care setting.
Strong knowledge of medical record content and forms for inpatients and outpatients.
Ability to perform the essential duties satisfactorily; reasonable accommodations may be made for individuals with disabilities.

Nice To Haves

RHIT certification is preferred.

Responsibilities

Ensure the Birth/Death Registry meets statutory functions and guidelines for births, deaths, and fetal deaths.
Record live births, identify newborns, interview parents for birth-certificate information, and ensure certificates are signed and delivered to HIM in a timely manner.
Interview parents and complete Acknowledgment of Paternity forms; mail supporting documents to the Virginia Paternity Establishment Program weekly.
Enter completed birth certificates into the Virginia Department of Health Vital Records System and mail paper certificates to the Office of Vital Records in Richmond, Virginia.
Complete Birth Verification Forms and use the Department and State Birth Registry Computer System effectively and proficiently.
Perform quality checks on all birth worksheets for state statistical purposes and work with nursing to establish accurate clinical data.
Provide legal documentation for establishing paternity, mail supporting documents to VVEST weekly, provide paternity-establishment services at local correctional facilities, and ensure applicable state and federal laws are met.
Complete fetal, newborn, inpatient, and ambulatory death certificates, the State Fetal Death Report, and the hospital Death Report; coordinate death certificates with funeral homes in Virginia, North Carolina, and across the United States.
Compile statistical data for management reporting, budgets, and surveys.
Participate in service recovery and customer service activities; maintain confidentiality and effective interdepartmental communication.
Release confidential information to authorized sources and ensure authorizations meet applicable federal and state criteria, including for medical/surgical and psychiatric/substance abuse/AIDS/Hepatitis records.
Interact with requestors to identify records needed for patient care, review, billing, or disclosure; handle requests received by mail, fax, phone, or in person; verify patient identity, authorization validity, and the requestor’s legal right to the information.
Perform self-quality checks for accurate release, confidentiality, invoicing, and reconciliation.
Reconcile paper medical records with hospital census data and verify receipt of records.
Check patient name, medical record number, and account number on every chart page; add patient stickers to forms missing demographic information.
Examine page quality, stamp illegible documents as “Poor Quality Original,” ensure pages are oriented properly, and repair damaged forms as needed.
Remove staples and paper clips; identify and separate multipart forms while retaining originals; separate and sequence perforated forms and ensure the correct separator sheets are included.
Prepare non-standard documents for scanning, print appropriate cover sheets, and add them to charts to create batches.
Prepare certified physician notification letters for delinquent medical records and scan requested or missing documentation into charts.
Follow Service Excellence Standards; provide courteous, compassionate, and respectful service; work collaboratively to improve quality; attend required orientations, meetings, and in-services; and maintain professional attire and etiquette.
Demonstrate flexibility in work schedules when necessary to ensure patient care.