Health Information Management Representative Level III (Team Lead)

UPHAMS CORNER HEALTH CENTER•Boston, MA

10d•Onsite

About The Position

Under the supervision of the Medical Records Supervisor, the HIM Representative Level I is responsible for the effective coordination and organization required to maintain and manage patient medical records, ensuring accuracy, and adhering to ethical, legal and regulatory guidelines. Will greet and appropriately direct patient and visitors that come to the Reception Desk for Medical Records, Administration, Case Management, SCO Program, Ryan White Program, and Behavioral Health. Effectively respond to complex and multilevel questions, have detailed knowledge of all department policies and procedures. Demonstrate leadership, initiative, independence and advanced problem-solving skills. Duties & Responsibilities: In addition to all duties outlined in the Health Information Management Level II position; a Level III Team Lead must also demonstrate consistent competence in the following tasks: Effectively lead the department in all areas and attend meetings impacting workflows in supervisor’s absence Provide training for new hires HIM Representatives Level I & II Provide leadership in day to day departmental operations. Oversee ROI correspondence function and make recommendations based on volumes to improve existing workflows Help colleagues address and solve problems, develop independence and use of resources Process Subpoena and Court orders ID/Merge duplicate charts in collaboration with IT Dept Work on special projects Report inconsistencies in department workflows to supervisor. Health Information Management Representative Level II Duties Ability to work independently, demonstrate initiative and problem-solving skills as well as the ability to multi-task Process complete Medical Records Requests from Attorneys, Disability Offices, Insurance plans following HIPAA guidelines and UCC procedures Creates invoice for billable requests Retrieve patient information from different medical records systems (i.e. CPS, Chartlink) and platforms (i.e. VitalWeb) Effectively respond to multilevel questions, and knowledge of all department policies and procedures in detail Create PDF files, download information to a CD and password protect it, send information electronically in format requested Coordinate Radiology related requests such as obtaining imaging, sending, and tracking Support clinical staff in ensuring documentation is available for patient care Provide quality customer service through ongoing communication, feedback and follow through with supervisor and customer Answer telephone, respond to patient & third-party inquiries regarding forms, medical records requests Promote a positive experience when interacting with patients and other customers Follow up with medical providers via In-Basket, email, and phone regarding form completion Link Radiology reports to the corresponding order and send to the provider. Sort incoming faxes, mail and distribute them to the appropriate practice. Scan/Index signed documents into the Electronic Medical Record (OCHIN/Epic) system via OnBase. Generate records requests in the EPIC/OCHIN ROI – Release of Information Module. Review Medical Record files to ensure correctness and completeness. Enter patient information in Non-Routine Disclosure Database. Assist patients with MyChart navigation. Perform other related duties as assigned by supervisor, ‘downtime’ projects can include updating accordion files, copy forms used in the department, and other special project.

Requirements

Basic computer skills including Microsoft Excel, EPIC, OnBase.
Bilingual in Cape Verdean Creole and/or Portuguese
High School diploma or GED equivalent required.
Prior reception and medical records and health care experience preferred.
Must possess exceptional customer service, organizational, time management, and attention to detail,
Good verbal and written communication skills.
Advance critical thinking is required for this role.

Responsibilities

Effectively lead the department in all areas and attend meetings impacting workflows in supervisor’s absence
Provide training for new hires HIM Representatives Level I & II
Provide leadership in day to day departmental operations.
Oversee ROI correspondence function and make recommendations based on volumes to improve existing workflows
Help colleagues address and solve problems, develop independence and use of resources
Process Subpoena and Court orders
ID/Merge duplicate charts in collaboration with IT Dept
Work on special projects
Report inconsistencies in department workflows to supervisor.
Ability to work independently, demonstrate initiative and problem-solving skills as well as the ability to multi-task
Process complete Medical Records Requests from Attorneys, Disability Offices, Insurance plans following HIPAA guidelines and UCC procedures
Creates invoice for billable requests
Retrieve patient information from different medical records systems (i.e. CPS, Chartlink) and platforms (i.e. VitalWeb)
Effectively respond to multilevel questions, and knowledge of all department policies and procedures in detail
Create PDF files, download information to a CD and password protect it, send information electronically in format requested
Coordinate Radiology related requests such as obtaining imaging, sending, and tracking
Support clinical staff in ensuring documentation is available for patient care
Provide quality customer service through ongoing communication, feedback and follow through with supervisor and customer
Answer telephone, respond to patient & third-party inquiries regarding forms, medical records requests
Promote a positive experience when interacting with patients and other customers
Follow up with medical providers via In-Basket, email, and phone regarding form completion
Link Radiology reports to the corresponding order and send to the provider.
Sort incoming faxes, mail and distribute them to the appropriate practice.
Scan/Index signed documents into the Electronic Medical Record (OCHIN/Epic) system via OnBase.
Generate records requests in the EPIC/OCHIN ROI – Release of Information Module.
Review Medical Record files to ensure correctness and completeness.
Enter patient information in Non-Routine Disclosure Database.
Assist patients with MyChart navigation.
Perform other related duties as assigned by supervisor, ‘downtime’ projects can include updating accordion files, copy forms used in the department, and other special project.
Scan patient documents in a timely manner to ensure accurate record keeping.
Respond to requests for patient health information safeguarding data integrity.
Answer phones promptly and address patient inquiries regarding medical records request, form completion.
Assist patients and visitors that come to the Reception Desk .