Salary Range: $16.00 - $21.11

Pay rates are determined based on experience and internal equity

Position Summary:

• This position reports to the Director of Health Information Management.
• Knowledge of the HIM functions within Affinity and data field usage/resources and how information is generated.
• Manages record reconciliation to support locations, access points, and workflow for all record types and services.
• Must assist with phone calls, faxes, emails and in person request into HIM for medical record requests and/or information for customers. This includes understanding of proper guidelines of Protected Health Information/HIPAA guidelines.
• When necessary, supports patients and/or guardians in formalizing disclosure documents for release of information.
• Organizes and prepares paper documents for conversion to electronic storage of data. This includes managing paper records to make sure the transition to the electronic medium maintains record integrity with state and national documentation standards.
• Understands HIM functions related to data integrity requirements and standards in both paper and electronic mediums.
• Working knowledge of all forms and the origination points for use throughout the entire hospital service area.
• Must work well under stress or tight deadlines.
• Must work well with supervisors, physicians, co-workers, patients/residents, family members and visitors.
• Serve as an internal HIM resource for training, system usage as needed.
• When appropriate, participate with LVMC training to other system users as needed.

District Responsibility:

• Support of the District Mission and Values
• Demonstrate Respect, Professionalism and Courtesy to all patients, visitors, other providers and coworkers, as delineated in the LVMC “Commitment to Care”.
• Constantly use C-I-CARE principles when communicating with others.
• Performance Improvement Activities
• Professional Development
• Follow policies and procedures as outlined in the Lompoc Valley Medical Center personnel handbook, Security policy handbook, and Health Information Management policies and procedures manual.

Position Duties/Responsibility:

• Ensures records have been assembled and processed to standard prior to scanning process (including scanning, indexing, quality checking, archiving) by checking for sign off by appropriate HIM staff on the chart tracking sheet.
• Record location should reflect chart flow location for ease of retrieval for a request for information and records. This must be updated appropriately when each chart is scanned.
• Prepares and inspects paper documentation to ensure quality scan images can be produced from the hard copies. Includes validation of each document assignment type and patient label for each record. Includes placing soiled or contaminated documents within protective plastic sleeves for continued handling. 
• Secondary processes of converting originals for ease of scanning and document integrity must be understood and demonstrated (copying, reprinting, validation with originating department/service area).
• Follow-up on any exceptions to 100% accuracy of paper-to-electronic conversion to make sure each source document/medium is identical and belongs to one patient or one patient account.
• Scans paper documentation (Medical Records) after evaluating appropriate record sequence and order of documents by type. Review document orientation, thumbnail image as documents are scanned into the system.
• Correct and manage each document that fails to feed correctly or is corrupted by system server errors. Ensure each document is reprocessed through appropriate placement and scanning as a true representation of the paper record.
• Scans and manages any revisions to documentation from all providers of care documenting within the medical record. Appropriate guidelines should be followed to ensure timely, appropriate entry and time frame allocation to the imaged record.
• Assigns (via data entry) a document type to each scanned image and assures that each page belongs to the proper Patient Folder/Encounter.
• Correct and re-allocate documents for appropriate patient records or document types. Follow procedure for identification of these errors and document them for follow-up training and correction by the HIM Director.
• Evaluates errors or questionable patient identification linkages by evaluating Master Patient Index history. Requires understanding of name researching processes for evaluating correct assignment of account and related documents assigned.
• Quality checks 100% of all images scanned according to established procedures. This includes cursory review prior to final submission after indexing and following archiving the record into the archival location.
• Records statistical information, such as, Medical Record errors, and operational impact notations and turn them into managing supervisor as a measure of daily productivity and error identification.
• Participates in improving the quality of images captured and condition of charts. Demonstrates ability to correct and amend records within defined procedures.
• Must be able to meet production standards and guidelines to ensure consistent conversion of paper documents to digital images within the hospital’s imaging system. Production standards to be met are as follows: Must be able to scan and index documents at the rate of 60 pages per hour minimum for patient charts. Must be able to scan and index loose scanning documents at the rate of 40 pages per hour minimum. Must be able to complete each individual correction in the chart in two minutes. Must be able to revalidate previously scanned charts at the rate of 3 pages per minute.
• Must be able to prioritize work to meet overall objectives of the HIM department.
• Demonstrate quality and effectiveness in work habits including attention to details at the record, patient, and document level.
• Must demonstrate position competencies, teamwork and service excellence. 
• Other Duties Assigned by Supervisor.

Essential Functions:

• Personal computer skills to manage multiple systems and screens for performing work functions.
• Technical ability to utilize various scanning hardware and software and to understand impact links to the medical records.
• Must have excellent reading, writing, spelling and grammar skills.
• Must have excellent verbal communication skills.
• The ability to use the keyboard to do data entry.
• Perform standard Windows system functions.
• The ability to have fine motor skills.
• The ability to climb up and down stairs carrying charts.
• The ability to sit for long periods of time.
• The ability of pulling, pushing and reaching when pulling records/charts.
• The ability to work as a positive Team member.
• The ability to have positive personal interactions with staff, patients and visitors.

Position Qualifications:

• Education: High School diploma or equivalent preferred, not required.
• Experience: Computer and other modern office equipment knowledge and ability to learn various systems and software.
• Health Information Management or Medical Office Management experience is preferred.
• Must have excellent verbal and written communication skills.
• General office and personal computer usage skills.
• Certifications: None
• Skills/Ability: Knowledge of modern office equipment:
  • Affinity; Sunrise Clinical Management system, Bottomline Scanning systems.
  • Digital Imaging/Scanning Software
  • High speed Scanner, usage and general maintenance.
  • Microsoft Office/Systems
    • Keyboarding
    • Navigating through applications