Document Management Technician - Health Information Management (HIM), FT

JOB SUMMARY

In order to ensure timely processing of the patient record, the Document Management Technician will ensure receipt of all inpatient/outpatient/emergency department patient records; review each patient record for poor original, items that cannot be scanned, patient identification on each document, and will group like documents in the appropriate order. This position will insure records are scanned in a timely manner to avoid delay in further processing and perform quality control indexing functions.

PRIMARY JOB RESPONSIBILITIES

Ensure the timely processing of the medical record; Ensure the receipt of all patient medical records, review each record for image quality, scan and assure indexing is routed to the correct document type.

ADDITIONAL RESPONSIBILITIES

The additional job responsibilities of the Document Management Technician are to:

• Retrieves all records of discharge patients from the units (including inpatient, outpatient surgery, emergency department, etc.) on a daily basis.
• Checks daily discharge log to ensure receipt of all records and follows up on records not checked in.
• Ensures that all records are received within two days of discharge, reporting to the Lead or Coordinator when unable to obtain a patient record.
• Checks each patient record for poor originals and stamps with “poor original” stamp according to documented procedure. Identifies at least 98% of documents that are poor quality

• Removes all photograph, fetal monitors, and other difficult to scan documents from the patient records.

• Prepares all documents by removing staples, paper clips, sticky notes and rubber bands.
• Prepares all documents in date sequence from admission to discharge date.
• Copies all damaged documents so they can go through the scanning process without difficulty.
• Removes computer output laser disc (COLD) fed documents from each record (for example: transcribed reports, laboratory reports or radiology reports).
• Securely attaches all rhythm strips and other small documents to 8 ½ x 11 paper for scanning.
• Assembles all documents in the appropriate order as outlined in chart prep policy.
• Places all records in alphabetical order by patient name and within patient type.
• Prepares batches by placing batch cover sheet on each batch and placing a rubber band around the batch.
• Retrieves loose reports from the loose reports inbox daily.
• Maintains appropriate set-up for the scanner to ensure optimal image results.
• Verifies that each batch has been prepped appropriately, removing documents that cannot be scanned and removing overlooked staples, paperclips from the prepping process.
• Assigns a batch label according to procedure at least 100% of the time.
• Identifies pages that did not scan well and flags for scanning on flatbed scanner.
• Writes batch to correct work queue at least 100% of the time.
• Cleans the scanner on a weekly basis according to instructions.
• Reviews 97% of images scanned within 24 hours.
• Ensures all scanned documents are positioned correctly.
• Performs indexing process with 99% accuracy.
• Identifies when it is appropriate to split and merge documents at least 99% of the time.
• Correctly inserts pages/documents when and where appropriate at least 98% of the time.
• Correctly appends pages/documents when and where appropriate.
• Writes each indexed batch to the appropriate queue according to workflow procedure.

Reviews assigned work queues daily and ensures timely processing of all assignments in the queues.