What are the responsibilities and job description for the Quality Control Indexing Analyst position at Houston Methodist?
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At Houston Methodist, the Quality Control Indexing Analyst position is responsible for reviewing the quality of scanned patient medical records and loose documents in the medical record imaging system to ensure the highest level of quality possible. Other duties for this position include indexing all medical record documents to the appropriate patient folder, ensuring that each document is correctly assigned the appropriate document name and ensuring workbasket expectations are met. The Quality Control Indexing Analyst position also performs document prepping and/or scanning functions as needed.
FLSA STATUS
Non-exempt
QUALIFICATIONS
EDUCATION
PEOPLE ESSENTIAL FUNCTIONS
WORK ATTIRE
At Houston Methodist, the Quality Control Indexing Analyst position is responsible for reviewing the quality of scanned patient medical records and loose documents in the medical record imaging system to ensure the highest level of quality possible. Other duties for this position include indexing all medical record documents to the appropriate patient folder, ensuring that each document is correctly assigned the appropriate document name and ensuring workbasket expectations are met. The Quality Control Indexing Analyst position also performs document prepping and/or scanning functions as needed.
FLSA STATUS
Non-exempt
QUALIFICATIONS
EDUCATION
- Associate’s degree in health information management or related field required or additional two years of experience (in addition to the minimum experience requirements listed below) in lieu of degree
- One year of general clerical experience, medical record experience, and/or other related experience
- Experience working with document management strongly preferred
- Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
- Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
- Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
- Demonstrates attention to detail and ability to distinguish between the various documents, those documents that do not require scanning or inclusion into the record, and those that should be classified as outside facility documents
- Ability to quickly learn new and updated computer applications and to rapidly navigate between applications
- Keyboarding proficiency
- Working knowledge of all the components of a medical record
- Maintains working knowledge of over 150 document types and ability to distinguish which documents should be indexed to a particular document type
- Working knowledge of electronic health records, document capture processes and auditing of proper placement of documents
PEOPLE ESSENTIAL FUNCTIONS
- Promotes a positive work environment and contributes to a dynamic team focused work unit that actively helps one another to achieve optimal departmental and organizational results.
- Interacts with others in a supportive and respectful manner; communicates effectively with members of the team as well as internal and external customers.
- Takes initiative to help other team members when assigned duties are complete.
- Performs one or all of the following functions as needed to ensure document capture processes occur efficiently:
- Prepping Functions - Processes documents for scanning and indexing by determining which documents need to be scanned as part of the patient’s medical record, preparing the documents (e.g., removing staples, paper clips, etc.; applying correct labels), and sorting each document according to the correct patient encounter.
- Scanning Functions - Processes documents for indexing by performing daily maintenance on the scanner to ensure optimal image results, performing a check of the documents to ensure they are ready for scanning (e.g., ensuring all staples and paper clips have been removed; applying correct labels), creating an appropriate batch for scanning, and scanning each batch ensuring that documents are scanned correctly and moved to the correct status.
- Transcribing Orders Functions - Identifies physician order document types and transcribes required components in the Epic order entry function.
- Indexes all medical record documents to the appropriate patient medical record and visit, ensuring that each document is correctly assigned the appropriate document name and 100% of the medical record pages are processed/captured. Locates and enters missing data.
- Utilizes resources such as Master Document Listing, when necessary, to ensure accuracy of document type.
- Processes exception workbaskets, identifies poor image capture, clarifies unknown documents are identified and makes corrections when appropriate.
- Provides updated forms to an administrative user for update.
- Ensures all images are labeled with appropriate patient information.
- Validates images are correctly matched on the paper document and document imaging system.
- Adheres to department standards for productivity including workbasket expectations, timeliness, and quality.
- Follows department policies, procedures, and processes for prepping, scanning, indexing, and quality checking as appropriate to the role.
- Organizes time effectively, minimizing incidental overtime, and sets priorities.
- Practices adaptability and flexibility in the face of changing demands.
- Takes initiative to contribute ideas and suggestions to improve work processes.
WORK ATTIRE
- Uniform: No
- Scrubs: No
- Business professional: Yes
- Other (department approved): No
- Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Events, etc) regardless of selection below.
- On Call* No
- Travel specifications may vary by department**
- May require travel within the Houston Metropolitan area No
- May require travel outside Houston Metropolitan area No
- One year of general clerical experience, medical record experience, and/or other related experience
- Experience working with document management strongly preferred