Health Information Management Specialist- Gilchrist Inova (Fairfax, VA)

About the Role

Under direct supervision, you will maintain comprehensive medical records consistent with all federal, state, and company policies and procedures, and perform general secretarial duties to support your assigned interdisciplinary team(s). Your work behind the scenes helps ensure patients and families receive the care, dignity, and support they deserve.

Why You’ll Love It Here

• Meaningful work with a purpose
• A supportive, compassionate team
• Put your HIM skills to work where they matter
• Help make a difference during some of life’s most important moments

Qualifications

• High School Diploma, GED, or equivalent
• Experience in a health care field is preferred
• 1 year’s customer service or administrative experience; additional education beyond high school may be substituted for experience
• Knowledge of medical terminology is preferred

Skills

• General knowledge of office practices, procedures, and equipment; business English, spelling, punctuation, grammar, and basic arithmetic calculations
• Skill in using a variety of office software applications (word processing, spreadsheets, presentation packages, and database applications)
• 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
• Competency in delivering care and applying knowledge to meet age-specific needs, if applicable

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 ensures all MD orders are received, signed, and returned within 30 days of receipt.
• Works with staff to hand-deliver 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, including 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.
• Responds to requests for records to facilitate treatment delivery by other related providers.
• Supports and attends weekly interdisciplinary team (IDT) meetings and updates EMR with IDT documentation.
• Prepares all documentation for IDT members and collects documentation from clinical staff during IDT meetings to enter into the EMR.
• Prepares all necessary paperwork for re-certifying patients for ongoing care by the MD and Clinical Manager per regulatory guidelines.
• 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.
• Communicates with pharmacies and mails/faxes 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.
• 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 them into the EMR weekly.
• Provides administrative support services, including 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, emails, and mailings in a timely manner.
• 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 staff, stand-up, HIM, 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 the Department of Appeals through Medicare after patient discharge.
• Discharges patients in the EMR who have either discharged, revoked, or been transferred to another facility.
• Processes and responds to requests for radiology images following HIPAA Guidelines and privacy regulations.
• Demonstrates GBMC Values: Respect, Excellence, Accountability, Teamwork, Ethical Behavior, and Results.