Overview

Responsible for all activities of the Imaging area including processing physician orders for transcription and records for transfers, covering entire HIM department on weekends and holidays, and preparing medical records for release to the EMR by prepping, scanning, performing quality control and validation of documents.

Responsibilities

Prepares charts for scanning into Ascent Capture Batch Manager. Chart is prepped in correct document hierarchy and date order. Documents are accurately identified as belonging within the specific encounter. Reference to Power chart is done when verification is needed. Recognizes documents requiring special handling and processes per procedure. Batches are created correctly based on the appropriate chart type or document. Appropriately identifies documents that will not be scanned.

Determines the validity of potential duplicate records by researching patient information in power chart. If record needs to be combined; notifies EMPI to perform the merge or unmerge in power chart and then corrects the medical records for each encounter as dictated by the type of merge.

Scans all batches via Ascent Capture Batch Manager software using correct batch type. Identifies hardware issues affecting document legibility and takes appropriate action. Recognizes documents requiring special handling and takes necessary steps to accurately correct image.

Performs scheduled scanner maintenance documenting completion by name and date in log. Tracks inventory and notifies management of inventory level allowing adequate time for ordering and receiving supplies.

Performs quality control on all record types using Ascent Capture Batch Manager Verifies each document scanned is the correct patient and in correct date order by performing a one to one verification that all pages in the batch were captured during scanning process, and are accurate and legible. Deletes or scans documents as necessary based on quality control criteria. Verifies documents are indexed to the correct document type and executes corrections as needed. Reviews “not to be scanned” documents and verifies for correctness.

Performs validation via Ascent Capture Batch Module verifying accuracy of patient demographic information and document types. Reviews “not to be scanned” documents and verifies for appropriateness. Ensures that the batch releases to Power Chart from the Validation Module. Any and all release issues are reported to the Imaging Coordinator.

As a team goal, the imaging process is accomplished within 24 hours post discharge or receipt of record.

Utilizes Infolinx chart tracking software system to ensure location of record is available for patient care during all steps of the Imaging process. Reconciles missing chart lists as assigned.

Trouble shoots equipment failures and corrects whenever possible. Promptly notifies customer service and management of equipment failures and system-related problems.

Manages incoming medical record request faxes and physician requests and orders and appropriately responds to each request for release of information. Reviews requests for appropriateness and accuracy and responds per criteria.

Retrieves discharge charts per Infolinx list. Checks records into Infolinx, sorts and places like dates on prepping shelf. Reconciles patient discharge list with charts received to ensure accurate tracking of charts.

Accepts requests for stat dictations. Appropriately handles request to outside vendor to obtain a dictated report. Follows up on stat requests to ensure report is available. Notifies next shift of any outstanding requests for dictated reports.

Cross trains in ROI and DI functions and MModal transcription software to ensure efficiency of department when covering department on weekends and holidays.

Tasks are completed with high quality within the assigned timeframe with minimal supervision.

Performs related responsibilities as required or directed.

Qualifications

EDUCATION:

Skill and proficiency in the principles, concepts, and techniques of Health Information Management, normally acquired through 5 years’ experience in Health Information Management.

An associate’s degree or minimum of 5 years’ experience in Health Information Management; degree in Health Information Technology or Management preferred.

LICENSURE, REGISTRATION, CERTIFICATION:

Registration and certification as a RHIT by AHIMA preferred

EXPERIENCE:

Knowledge in Health Information Management practices, as normally acquired through RHIT or RHIA credential, or minimum 5 years previous experience. Experience with an electronic medical record preferred.