HIM REPRESENTATIVE I

Westchester Medical Center•Poughkeepsie, NY

About The Position

HIM Representative I is an entry-level position responsible for clerical duties within the Health Information Management department. The role supports accurate preparation, retrieval, scanning, indexing, analysis, and completion of medical records, while protecting patient privacy and providing courteous assistance to physicians and other customers. It also provides backup support for birth registration and helps resolve birth and death certificate issues.

Requirements

High school diploma or equivalent.
Proficiency in keyboard operations and Microsoft Office applications, as well as other applications as required.
Ability to establish and maintain long-term customer relationships by building trust and respect and consistently meeting or exceeding expectations.
Ability to organize work efficiently, proactively prioritize assignments, and multitask.
Attention to quality across all aspects of work, including accurately checking processes and tasks and maintaining vigilance over time.
Ability to work independently and complete work without relying on others.

Nice To Haves

Experience in hospital medical records or a medical office.

Responsibilities

Prepare and sort medical-record documentation retrieved from various locations, and ensure record information is accounted for.
Analyze inpatient and/or outpatient medical-record deficiencies.
Print and scan final reports for retrieved records, and access the corresponding medical-record chart.
Retrieve and/or assign medical records requested by hospital departments for patient care, research, and external reviewers.
Obtain necessary documentation and reports from tertiary systems and add them to the EMR to support completion of the medical record.
Process requests for copies of medical records, including patient subpoenas, court orders, and audits.
Search for and retrieve requested charts in accordance with facility policies and procedures.
Research loose reports and locate the corresponding medical records for scanning.
Provide backup support for the birth registrar.
Analyze complex information and use problem-solving skills to resolve birth and death certificate issues.
Assist funeral homes and local Town and State representatives with birth and death certificate issues.
Audit scanned documents by comparing them with the original record.
Monitor equipment function and promptly report issues to minimize disruption.
Retrieve available records from patient-care areas daily as scheduled.
Prepare records for scanning according to department procedures.
Scan records into the system according to established policies and procedures.
Index scanned records and complete quality checks after each batch.
Verify patient identification on each page; confirm original forms are entered with clear, accurate images, indexes are accurate, and pages are in chronological order.
Identify index modifications and notify the supervisor.
Perform routine daily scanner maintenance.
Process loose material according to established procedures.
Mark boxes properly for placement of scanned documents for offsite pickup.
Perform second-level random quality reviews of scanned records.
Process incoming mail.
Validate computer-generated discharge/admission lists against actual medical records and prepare inpatient and outpatient records for scanning.
Perform quality control on scanned inpatient records to confirm that all paper documents are scanned and belong to the respective patients.
Analyze physical documentation requiring dictations, signatures, and co-signatures; enter deficiencies into the EMR and generate reports for physician follow-up.
Review pending transcribed reports in the transcription system, make necessary corrections, and export them to the EMR as permanent parts of patient charts.
Courteously assist physicians with EMR chart-completion difficulties and other issues as needed.
Reanalyze records after physicians complete deficient reports and assist physicians with completing their records.
Answer phone calls in a timely manner.
Assist customers with courtesy and respect.
Ensure the privacy and security of patient information.
Perform other duties as assigned.