Health Information Services Representative I

Ellis Medicine•Schenectady, NY

12d

About The Position

The Health Information Services Representative I provides customer service to patients, customers, and staff while receiving and processing inpatient and outpatient discharge records. The representative verifies that records are received for patients listed on daily discharge reports and creates, maintains, analyzes, corrects, and checks the accuracy of electronic and paper medical records and physician documentation. The role follows applicable policies and procedures for releasing information and maintaining confidentiality. The position uses Soarian EDM, Soarian Clinical, Soarian Financial, and other described systems and equipment to retrieve, reconcile, file, scan, analyze, and correct medical-record documentation. The representative verifies requests for patient information, supports transcription workflows, identifies record and registration discrepancies, and assigns deficiencies to physicians. The role also completes required training, follows organizational and department requirements, and supports the organization's service behaviors and change initiatives.

Requirements

High school diploma or equivalent required.
Good alphanumeric filing, typing, computer, and communication skills required.
Ability to multitask required.
Ability to push or pull and lift or move 15 pounds.
Ability to perform moderately difficult manual tasks, including keyboard use, writing, and filing, for extended periods.
Ability to perform tasks requiring hand-eye coordination, such as data entry, typing, and using photocopiers.
Ability to remain stationary at a workstation for a prolonged period and to squat or move for a reasonable length of time and distance.
Ability to comprehend spoken English and to communicate and read in English.
Ability to follow patient privacy, confidentiality, organizational, and department policies and procedures.

Nice To Haves

Associate degree preferred.
Six months of medical-record or clerical experience in a health care setting preferred.
Knowledge and understanding of medical terminology preferred.

Responsibilities

Provide professional, efficient, and timely customer service to patients, customers, and staff by greeting them, assisting them, and responding to requests.
Retrieve electronic medical records using Soarian EDM and Soarian Clinical, identify the correct visits and hospital services, and interpret information using Soarian EDM, Soarian Clinical, and Soarian Financial.
Retrieve dictation information from the M Model dictation platform, communicate job information to the transcription service, and provide internal customers with estimated delivery times.
Reconcile daily discharges by comparing Soarian Financial reports with retrieved charts, and notify the supervisor of discrepancies in admission or discharge data, clinical service, or patient type.
Electronically file loose reports in Soarian EDM in the correct encounter folder and under the correct document type.
Verify the identity of customers receiving patient information and ensure release-of-information requests comply with HIPAA and applicable federal and state law; verify and respond to faxed requests.
Prepare records for scanning by validating visit numbers, confirming documents belong to the correct patient, identifying documents without barcodes and applying labels, organizing documents according to the document tree, and retrieving tree structures and labels from the network share.
Operate the high-speed Tele Form Scan Station for document imaging; review scanned images, correct document and barcode filing errors, delete blank pages, resolve reporting problems, and clean and calibrate equipment.
Retrieve records for analysis or reanalysis and add them to the Soarian EDM work list; analyze provider documentation against completion criteria in the Medical Staff Rules and Regulations.
Search for and retrieve misfiled transcribed reports from MEd Quist DEP, identify the correct visit information, and refer reports to the Transcription Coordinator for correction.
Assign deficiencies to physicians and accurately interpret physician documentation, signatures, and physician work schedules.
Notify the supervisor of registration discrepancies, including incorrect clinical service, visit status, and dates of service.
Compare scanned documents with documents filed in Soarian EDM, verify page counts, patient, encounter, and document type, and correct filing errors.
Complete required training, comply with organizational and department policies and work requirements, maintain patient privacy and confidentiality, follow MEE Behaviors & Standards and AIDET, and initiate, promote, and support change initiatives.
Perform additional duties as assigned.