Health Information Management Specialist - Evening - Part-time

GBMC HealthCare • Towson, MD

19h • Onsite

About The Position

Under direct supervision, the Health Information Management Specialist maintains comprehensive medical records in compliance with federal, state, and company policies, and provides general secretarial support to assigned interdisciplinary teams. Key responsibilities include generating and electronically filing patient information, managing physician mailings and ensuring timely return of signed orders, and proactively obtaining missing medical documentation. The specialist requests medical records from various external sources, prints necessary patient care documents for transfers, and responds to record requests from other providers. They actively support and attend weekly interdisciplinary team (IDT) meetings, updating the Electronic Medical Record (EMR) with team documentation and preparing all necessary paperwork for IDT members and patient re-certifications. The role also involves reviewing documentation for quality, maintaining IDT attendance records, preparing meeting agendas, conducting regulatory audits of patient charts, and closing inactive medical records within specified timelines. Communication with pharmacies for prescriptions, coordinating record releases for outside sources and billing, identifying patient insurance needs, and processing MTM assessment forms are also part of the duties. Additionally, the specialist provides administrative support, gathers data for reports, manages phone calls and emails, offers coverage for other teams, prepares for emergency events by maintaining patient acuity scales, and attends all designated meetings. They operate standard office equipment, prepare charts for Medicare appeals, discharge patients in the EMR, and may handle radiology image requests in accordance with HIPAA.

Requirements

• HS Diploma, GED or equivalent
• 1 year’s customer service or administrative experience
• Additional education beyond high school may be substituted for experience
• General knowledge of office practices, procedures, and equipment
• General knowledge of business English, spelling, punctuation, grammar and basic arithmetic calculations
• Skill in using a variety of office software applications, such as word processing, spreadsheets, presentation packages, and database applications to produce documents
• Skill in understanding and following oral and written instructions and in communicating effectively both orally and in writing
• Skill in accurate alphabetical and numeric filing
• Able to multi-task and prioritize in a busy environment
• Strong time management skills
• Knowledge and understanding of patient and workforce safety as it relates to job duties.
• Demonstrates competency in the delivery of care and applies the knowledge to meet age-specific needs if applicable.

Nice To Haves

• Experience in health care field is preferred
• Knowledge of medical terminology is preferred

Responsibilities

• Generates and electronically files appropriate patient related information for the medical record consistent with company policy and regulatory requirements.
• Prepares mailings to physicians and assures that all MD orders are received, signed and returned within 30 days receipt of the order.
• Works with staff to hand deliver these forms to physicians when necessary to meet established timelines.
• Regularly runs Missing Plans of Care and Orders reports and works to obtain missing information.
• Requests medical records from doctors’ offices, hospitals, facilities and/or family members. Requested records may include, but are not limited to, history and physical, labs, tests, imaging, and other clinical documentation.
• Prints patient care plans, medication order sheets and demographic information from the electronic medical record for patients being transferred to other facilities for treatment, (e.g. transfers to out of area facilities, patients being transferred upon request, or per policies and procedures) Responds to requests for records to facilitate treatment delivery by other related providers.
• Supports and attends weekly interdisciplinary team meetings and updates EMR with interdisciplinary team documentations.
• Prepares all documentation for all IDT members.
• Collects all documentation from clinical staff during IDT meeting and enters into the EMR.
• Prepares all necessary paperwork for re-certifying patients for on-going care by the MD and Clinical Manager per regulatory guidelines. (Current guidelines require that forms be signed within 15 days of the patient’s re-certification date or 2 days after said date).
• Reviews documentation to ensure quality and accuracy.
• Maintains IDT meeting attendance records in Homeworks.
• Prepares agenda for IDT to ensure all patients are discussed within regulatory guidelines.
• Conducts regulatory audits of patient charts while on service.
• Reviews inactive patient medical records and closes the record within 30 days of the patient’s discharge date.
• Responsible for communicating with pharmacies and mailing/faxing prescriptions written during IDT to appropriate pharmacies.
• Responds to record requests from outside sources and the billing department by coordinating and preparing the chart for release to the appropriate individuals for final review and mailing.
• Identifies patient needs and regulatory requirements associated with their medical insurance.
• Prints MTM assessment forms for review daily by the Clinical Managers.
• Obtains Medical Director signature on MTM assessment forms and scans into EMR weekly.
• Provides administrative support services preparing daily reports for the Clinical Manager.
• Gathers data and information as directed.
• May use data to develop administrative and statistical reports.
• Responds to phone calls, e-mails, and mailings timely.
• Provides coverage for other teams as needed; assists other HIM Specialists as time permits.
• Prepares for emergency events by accurately maintaining patient acuity scales in the EMR.
• Attends all meetings designated by supervisor. Including, but not limited to, all staff, stand up, HIM meetings, IDT, joint clinical and town hall meetings.
• Operates standard office machines and equipment such as calculators, word processors, scanners, and photocopiers.
• Prepares patient charts for review by Department of Appeals through Medicare after patient discharge.
• Discharges patients in the EMR who have either discharged, revoked, or been transferred to another facility.
• May process and respond to requests for radiology images following the HIPAA Guidelines and privacy regulations.

Benefits

• Competitive salary and generous paid time off
• Free parking
• Monthly MTA bus pass subsidy-85% paid by GBMC "if applicable"
• Company subsidized onsite fitness and wellness center "if applicable"
• Pre-paid tuition to pursue professional development, additional certifications, and degree programs
• Comprehensive health, dental, and vision coverage
• 401 (a) and 403 (b) retirement savings plan

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees