Health Information Management (HIM) Assistant

JOB SUMMARY:

To promote the mission of PATH to help individuals achieve a more independent and fulfilling life by being an effective team member of the Health Information Management (HIM) Department.

PHYSICAL DEMANDS:  

Minimal in nature 

QUALIFICATIONS:

High School Diploma. Training or experience in data entry. Proficiency in entering data through use of number keypad and typing.  Ability to operate office equipment including copiers, faxes, printers, etc.

SPECIFIC DUTIES:

1. Accurately scan all clinical information/forms in appropriate section of the clients’ records on a daily basis.
2. Maintain record room security by (a) ensuring the record room is never left unattended; (b) locking the suite when leaving for the evening.
3. Process charts for outgoing mail and Social Security Disability. 
4. Sort all incoming mail and place in appropriate bins for department pick-up.

BEHAVIORAL HEALTH (BH)

1. Review automated Avatar Data Management reports on a semi-weekly basis.
2. Research and identify corrections in the Avatar system that need to be completed.
3. For departments that are live on the Avatar Clinical Workstation, contact the Program Staff or Program Supervisor/Manager to append electronic documentation or to submit a Change Request Form as required before completing corrections.
4. Complete corrections in the Avatar system by appending Progress Notes, moving Progress Notes, correcting Service Data, attaching Progress Notes, and/or any other tasks as needed and identified by the Health Information Management Manager or Director.
5. Research and resolve discrepancies in the Clinical and Service Data that are identified by the Health Information Management Manager or other sources including Change Request Forms submitted to the Data Department by Program Staff, Supervisors and Managers.
6. Provide back-up and assistance to other Staff members of the Health Information Management Department as determined by the Health Information Management Manager or Director.
7. Assist in identifying issues as related to HIM activities and suggest resolutions.
8. Ensure all Data Management Reports are run monthly and distributed to appropriate departments.

INTELLECTUAL DISABILITIES (ID)

1. Review and identify omissions and discrepancies on Service Activity Logs before they are entered into the Avatar system.
2. Contact Program Staff to correct omissions and discrepancies from Service Activity Logs.
3. Maintain control of all Service Activity Logs returned to Program Staff for correction.
4. Complete corrections in the Avatar system by appending Progress Notes, moving Progress Notes, correcting Service Data, attaching Progress Notes, and/or any other tasks as needed and identified by the Health Information Management Manager or Director.
5. For departments that are using Service Activity Logs, notify the Program Staff or the Program Supervisor/Manager of any errors in the completion of the Service Activity Logs that were identified by Avatar Data Management reports and request the completion of SAL Change Request Forms to resolve those errors. 
6. Maintain control of all Change Request Forms that were requested of or sent to Program Staff to correct Service Data.
7. Research and resolve discrepancies in the Clinical and Service Data that are identified by the Health Information Management Manager or other sources including Change Request Forms submitted to the Data Department by Program Staff, Supervisors and Managers.
8. Review the Service Activity Log Control Report on a weekly basis. Contact the Program Supervisor/Manager to obtain any outstanding (late) Service Activity Logs identified by the weekly review of the Service Activity Log Control Report.