Health Information Specialist - Addictions

Seven Counties Services•Louisville, KY

1d•Onsite

About The Position

This position is responsible for maintaining the health record system, ensuring the electronic health record system and documentation requirements are met according to licensure and accreditation standards. The role involves managing the client's complete health record within a hybrid system, ensuring its accessibility, retention, and transfer. It also requires protecting the security and privacy of both electronic and paper records in compliance with federal regulations, HIPAA, Joint Commission standards, and Seven Counties Services (SCS) procedures. The specialist will compile and maintain health records for accurate documentation to support timely client care and manage paper records according to filing and archiving procedures. Additionally, the role involves safeguarding client privacy during the release of information process, verifying requestor credentials and release requirements, and fulfilling requests for health information from various entities. This includes locating and retrieving Protected Health Information (PHI) in both electronic and paper formats, reproducing requested information within established timeframes, and interpreting requests to answer questions from clients, staff, law firms, insurance companies, and government agencies. The specialist will also generate necessary documentation such as cover letters, pre-payment notices, and invoices. A key responsibility is the quantitative analysis of the legal health record to ensure completeness, accuracy, and compliance with regulations, standards, and SCS procedures. This includes maintaining PC tracking systems, generating reports to monitor record completeness, and notifying providers and clinical supervisors of documentation deficiencies. The role also involves scanning health records, which includes identifying documentation for scanning, preparing it, performing accuracy and quality checks, and monitoring for and correcting scanning errors. The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

Requirements

Completion of up to 18 months’ business school, beyond high school.
Three-to-four years’ experience working in office setting and performing various clerical or administrative tasks.
Experience working with electronic health records preferred.
Strong organizational and interpersonal skills, oral and written communication skills, attention to detail and ability to multitask.
Working knowledge of Microsoft Office Suite.
Within the bounds of their respective job descriptions, all staff are expected to exercise principle-centered leadership, focused on customer service responsiveness, with a continuous quality improvement orientation.
Additionally, all staff are expected to develop a working knowledge of and follow all policies and procedures related to safety management and other Joint Commission standards.
Requires the COVID and Influenza vaccinations for all employees.

Nice To Haves

Experience working with electronic health records

Responsibilities

Maintenance of Health Record: Understands the electronic health record system and the documentation requirements for a legal health record based on licensure and accreditation standards.
Ensures access to the client’s complete health record within the current hybrid record system by accurately completing record location, retention and transfer.
Protects the security/privacy of the EMR and paper medical records to ensure that confidentiality is maintained by following Federal, HIPAA, Joint Commission regulations, and SCS procedure.
Compiles and maintains existing paper and electronic health record to ensure accurate documentation for timely client care.
Maintains paper records per filing and archiving procedures.
Release of Information: Safeguards and protects the client privacy by verifying the requestor type and release requirements in accordance with federal HIPAA and ROI guidelines.
Fulfills all requests for release of information by locating and retrieving the corresponding client PHI, in both electronic and paper format.
Reproduces the requested health information within established timeframes, using a variety of technologies, including photocopies, scanners and facsimiles.
Interprets and responds to requests for health information by answering questions and request of clients, staff, law firms, insurance companies, and government agencies through e-mail, phone calls, facsimile and face to face communication.
Generates cover letters, pre-payment notices and invoices to the requestor, as necessary.
Quantitative Analysis of Legal Health Record: Conducts quantitative analysis on content of legal health record for required documentation for completeness, accuracy, and compliance with regulation, standards and SCS procedure.
Maintains PC tracking systems and generates electronic reports to monitor completeness of the legal health record.
Notifies providers and clinical supervisors of documentation deficiencies.
Notifies Office Manager of identified event changes as necessary.
Scanning of Health Record: Accurately identifies documentation for scanning into the electronic record.
Prepares documentation prior to scanning into the client record.
Performs accuracy and quality checks on scanned items prior to submitting to the electronic health record.
Monitors for scanning errors and follows correction process.