HEALTH INFORMATION MANAGEMENT CLERK

Position Summary:  
The Health Information Management (HIM) Clerk ensures that the medical record is “accurate, complete, and readily available” by promptly and efficiently collecting, processing, maintaining, storing, retrieving, and distributing patient medical records; sorting and forwarding to appropriate recipients, both internal and external; organizes and evaluates medical records for completeness and accuracy.  

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Analyze emergency room accounts on a daily basis.
• Ensure all incomplete electronic health records (EHR) are forwarded to the correct personnel for completion.
• Assist and analyze inpatient electronic health records before accounts are forwarded to coding. 
• Assist with incomplete documentation and deficiencies in the EHR on a daily basis. 
• Retrieve and forward patient’s EHR deficiencies to internal staff and physicians, as needed.
• Scan medical documents into Meditech Expanse.
• Collect, retrieve, sort, scan, and file documents into Meditech Expanse. 
• Organize and evaluate electronic health records for completeness and accuracy. 
• Ensure the filing room and work area are organized and clean.
• Sort, scan, and file loose sheets on a daily basis. 
• Assist with Release of Information on weekends and after hours. Follow the HIM Policy and procedure on the release of information to other organizations and patients. The turnaround time for releasing information is less than 10 days. All information is complete and accurate in a timely manner. 
• Assist with burning of radiology disc(s) on weekends and after hours, per request.
• Ensure all archived/stored charts are retrieved in a timely manner for immediate patient care.
• On weekends and after hours, assist with requests on the completion of Birth Certificates, Death Certificates, and Fetal Death Certificates. This includes interviewing patients or next of kin and providing all appropriate and pertinent information regarding the Birth/Death/Fetal Death Certificate.  
• Report all Birth/Death/Fetal Death to the Transcriptionist to be logged into Meditech Expanse.
• Participate in and attend internal in-services. 
• Meet and comply with the standards of the SMH HR Personnel Manual and the SMH HIM Policy and Procedure Manual.
• Must be able to work with the public, other departments, and physicians.
• Employee may be requested to perform other duties not detailed in this job description

Minimum Qualifications:

• High School diploma or equivalent.
• Three (3) months of experience in medical records filing, scanning, and electronic health records analysis. 
• Must be able to successfully pass the Employee Health Program requirements and background investigation.

Knowledge, Abilities, Skills, and Certifications:

• Knowledge in basic filing, personal computer, telephone skills, and good public relations required. 
• Ability to maintain confidentiality at all times and has a clear understanding of the Privacy Rule of 1996 (HIPAA).
• Knowledge of medical terminology preferred. 
• Knowledge of medical documentation preferred. 
• Ability to demonstrate good public relations.
• Ability to speak the Navajo language, preferred.
• Ability to demonstrate good customer service and telephone etiquette with the public and other departments.
• Subject to call backs, weekend, evening, and holiday shifts. 
• Ability to process error-free work, manage work to ensure that it is completed within the shift, or within prescribed deadlines and time frames. 
• Ability to work independently and solve problems. 

Physical Demands:
While performing the duties of this job, the employee regularly is required to sit; use arms and hands to reach and grasp objects; and talk and hear. The employee is frequently required to walk. The employee occasionally is required to stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:
Work is generally performed in an office with occasional walking between buildings with moderate noise.  Extended hours and irregular/rotational shifts are required.