Medical Records Specialist

HealthNet•Indianapolis, IN

22d

About The Position

The Health Information Management (HIM) Analyst (Medical Records) will collect, process, retrieve, analyze, and disseminate health care information/medical records for purposes of patient care, research, process improvement, training and decision making. The HIM Analyst will maintain confidentiality and adhere to the standards and regulations of government agencies and accrediting and professional organizations. Planning: Assists in the development and implementation of workflows, policies and procedures relative to maintaining the quality, accuracy, accessibility and security of all medical records. Provides input into annual plans for medical records management. Analyzes information and results to identify opportunities for improvement. Development: Assists with the development of assigned HIM projects, ensuring adherence to assigned timelines/deadlines. Health Information Management: Ensures medical records are retained, purged and destroyed in accordance with established retention policies and guidelines. Assist with filing, scanning, record processing, and release of information to ensure efficient operations and quality of service. Assists with the design and inventory of forms for receiving, processing and tracking information. Ensures medical records maintain quality, accuracy, accessibility and security in both paper and electronic systems. Releases medical records in compliance with the organization, state and federal guidelines. Requests paper charts from off-site storage in a timely and efficient manner. Tracks and ensures the delivery of paper charts requested are received and returned to off-site storage vendor. Coordinates with health centers, patients and vendors for release of information requests and obtains required signatures. Troubleshoots identified issues related to such requests. Accurately identifies varying types of medical reports and distributes to the appropriate personnel while effectively identifying documents of high priority. Manages the upload of external electronic medical record, housed on storage devices (i.e. USB drives and CDs) Quality and Performance Improvement: Performs quality control audits to ensure compliance with established privacy and clinical care guidelines, proper usage of clinical systems and data, and the accuracy, completeness and quality of medical records. Conducts quality check upon the scanning and indexing of medical records. Collects performance data, analyzes trends and patterns and identifies opportunities for improvement. Presents findings and recommendations for system improvements and/or corrective action, as necessary to Privacy Officer. Evaluates assigned projects/programs for effectiveness and quality improvement outcomes. Communication: Communicates effectively with patients, staff and external customers regarding requests for medical records. Responds effectively to customer and client needs. Education: Assists in the development and implementation of education and training related to assigned areas of responsibility. Teamwork/Customer Service: Creates and supports an environment that fosters teamwork. Establishes and maintains collaborative relationships with all staff members and external customers and gains their trust and respect. Identifies barriers and seeks resources to resolve patient, staff and client issues/concerns. Deals effectively with difficult people and situations. HIPAA: Always maintains the confidentiality of all patient and employee medical, financial, and other personal information records and data, to which there is access. Views, uses or discloses confidential information only for reasons necessary to perform job duties. Challenges unauthorized individuals from viewing confidential patients and employee information and accessing restricted areas without a business need. Job responsibilities listed above is a summary and does not include other tasks requested by the hiring manager.

Requirements

High School Diploma or GED required
Skilled in Microsoft Office Suite (i.e. Word, PowerPoint and Excel)
Ability to work independently and interdependently
Ability to anticipate and adjust for difficulties
Ability to think critically and exercise excellent judgement
Able to be involved in degrees of prolonged standing, walking, sitting, bending, squatting, and stooping; as well as abilities of repeated bending, stooping, and squatting.
Able to lift, push, and/or pull light to moderately heavy weight up to 20-30 pounds is a necessary function of this position.
Able to perform duties during periods of varied and/or prolonged work hours.
Must be able to read, write, hear, and communicate effectively in the English language by both orally and written.

Nice To Haves

Demonstrated knowledge of performance improvement methods and activities
Clinical data management skills (formatting, trending & analysis) preferred
Registered Health Information Technician (RHIT) certification or equivalent HIM coursework preferred
3-5 years of experience working in a healthcare office or medical records setting preferred

Responsibilities

collect, process, retrieve, analyze, and disseminate health care information/medical records
maintain confidentiality
adhere to the standards and regulations of government agencies and accrediting and professional organizations
assist in the development and implementation of workflows, policies and procedures relative to maintaining the quality, accuracy, accessibility and security of all medical records
provide input into annual plans for medical records management
analyze information and results to identify opportunities for improvement
assist with the development of assigned HIM projects, ensuring adherence to assigned timelines/deadlines
ensure medical records are retained, purged and destroyed in accordance with established retention policies and guidelines
assist with filing, scanning, record processing, and release of information to ensure efficient operations and quality of service
assist with the design and inventory of forms for receiving, processing and tracking information
ensure medical records maintain quality, accuracy, accessibility and security in both paper and electronic systems
release medical records in compliance with the organization, state and federal guidelines
request paper charts from off-site storage in a timely and efficient manner
track and ensure the delivery of paper charts requested are received and returned to off-site storage vendor
coordinate with health centers, patients and vendors for release of information requests and obtains required signatures
troubleshoot identified issues related to such requests
accurately identify varying types of medical reports and distributes to the appropriate personnel while effectively identifying documents of high priority
manage the upload of external electronic medical record, housed on storage devices (i.e. USB drives and CDs)
perform quality control audits to ensure compliance with established privacy and clinical care guidelines, proper usage of clinical systems and data, and the accuracy, completeness and quality of medical records
conduct quality check upon the scanning and indexing of medical records
collect performance data, analyzes trends and patterns and identifies opportunities for improvement
present findings and recommendations for system improvements and/or corrective action, as necessary to Privacy Officer
evaluate assigned projects/programs for effectiveness and quality improvement outcomes
communicate effectively with patients, staff and external customers regarding requests for medical records
respond effectively to customer and client needs
assist in the development and implementation of education and training related to assigned areas of responsibility
create and support an environment that fosters teamwork
establish and maintain collaborative relationships with all staff members and external customers and gains their trust and respect
identify barriers and seeks resources to resolve patient, staff and client issues/concerns
deal effectively with difficult people and situations
maintain the confidentiality of all patient and employee medical, financial, and other personal information records and data, to which there is access
view, use or disclose confidential information only for reasons necessary to perform job duties
challenge unauthorized individuals from viewing confidential patients and employee information and accessing restricted areas without a business need