HIM REPRESENTATIVE I

Responsibilities

• Prepares and sorts medical records documentation retrieved from various locations and ensures record information is accounted for.
• Analyzes inpatient and/or outpatient medical record deficiencies.
• Prints and Scans all final reports for each record retrieved and accesses the medical record chart corresponding to the retrieved medical record information.
• Retrieves and/or assigns all medical records requested by hospital departments for patient care, research, and external reviewers.
• Sets up necessary documentation/reports from tertiary systems into the EMR system to support a completed medical record.
• Processes all requests for copies of medical records, including patient subpoenas, court orders and audits.
• Searches and retrieves all requested charts in accordance with the facility's policies and procedures.
• Researches all loose reports and locates corresponding medical record for proper scanning.
• Provides backup for the birth registrar.
• Absorbs and resolves Birth Certificate and Death Certificate issues.
• Audits scanned documents by comparing with the original record.
• Maintains equipment for proper function and reports issues promptly to minimize disruption.
• Retrieves available records from patient care area daily as scheduled.
• Prepares records for scanning per established department procedures.
• Scans records into the system per established policy and procedures guidelines.
• Indexes and completes quality check process after batch has been scanned following established policies and procedures guidelines.
• Examines pages and verifies patient identification on each page to ensure that all original forms were properly entered into the system with clear and accurate images, that patient indexes are accurate for each page of the medical record, and that all pages are in appropriate chronological order.
• Identifies modification of index and notifies supervisor.
• Performs routine daily maintenance of scanner.
• Properly marks boxes for placement of scanned documents in accordance with the process for offsite pick up.
• Performs second-level random quality review related to scanned records.
• Accurately validates computer generated discharge/admission list against the actual medical record and preps inpatient/outpatient medical records for scanning.
• Accurately performs Quality Control on scanned inpatient medical records to ascertain all paper documents are scanned, and belong to respective patients.
• Analyzes physical documentation requiring dictations, signatures, and co-signatures.
• Deficiencies are entered into EMR system and reports generated for follow up with physicians.
• Diligently reviews pending transcribed report in transcription system, makes necessary corrections and exports into EMR system as permanent part of patient chart.
• Courteously assists physicians with EMR system difficulties in chart completion and other issues if needed.
• Accurately reanalyzes records after physicians have completed deficient reports.
• Assists physician with their records for completion.
• Answer all phone calls in a timely manner.
• Assists customers as needed with courtesy and respect.
• Ensures the privacy and security of patient information.

Qualifications/Requirements

• Experience in hospital medical records or medical office experience preferred.
• High School Diploma or equivalent, required.
• PC Skills - demonstrates proficiency in keyboard operations, Microsoft Office applications and others as required.
• Customer Orientation - establishes and maintains long term customer relationships, building trust and respect by consistently meeting and exceeding expectations.
• Organization - establishing courses of action to ensure that work is completed efficiently; proactively prioritizes assignments and keen ability to multi-task.
• Quality Orientation - accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
• Work Independently - is self-supporting; not needing to rely on others to complete a job.