HIM Specialist

Job Description

Job Description

HIM Specialist - Full time

SUMMARY: The HIM Specialist will accurately and efficiently perform activities related to the smooth operation of the Health Information Department. In this role, the HIM specialist provides support to the department by processing release of information requests in a timely manner and following legal guidelines, health center policies and rules of confidentiality. Provides support for providers and other clinical staff in maintenance, retrieval and use of the patient’s paper and electronic health records. Provides support for providers and other clinical staff in scanning all reports, documents, correspondence into the electronic medical record (EPIC) and performs other duties as needed to support the Health Information Department team.

DUTIES AND RESPONSIBILITIES:

1. Provide customer service for patients, external facilities and staff who present to request information from HIM.
2. Assure completion of all ROI requests in a timely manner including all outgoing such as transition of care, attorney, social security, insurance, workers comp, disability, patient requests, subpoena’s, court orders by following all state and federal guidelines and confidentiality rules.
3. Assist patients as needed to complete the ROI form.
4. Answer phones and voice mails in a timely manner as needed.
5. Sort documents from all LCHC sites and categorize appropriately for scanning and indexing through ONBASE.
6. Verify all patient identifying information such as name, date of birth and MR number on reports to be indexed match the patient information to maintain accuracy of all information indexed in ONBASE/ EPIC.
7. Verify all reports, documents and correspondence are signed by appropriate clinician or other appropriate individual prior to scanning/indexing.
8. Verify legibility (including light/darkness, top or bottom cutoff, fully sideways or upside down, slightly angled, etc.) using “Poor Original Stamp” when appropriate before the report is saved into the ONBASE/ EPIC.
9. Follows the VNA workflow, sends the VNA documentation via Right Fax/ On-Base to the provider for review and assist with right faxing back the VNA documents via the medical records queue in EPIC.
10. Close all imaging orders with the appropriate smart phrase.
11. Maintain confidentially with all mail and intra-office mail.
12. Redirects misaddress items.
13. Place mail in proper buckets for distribution.
14. Monitor all incoming faxes electronically in ON-BASE (Right Fax), index documents according to the appropriate on-base index category for provider to review.
15. Help patients with signing up to OCHIN My Chart (patient portal) and assisting with issues as needed with resetting passwords, providing activation codes and other issues that may arise.
16. Maintain complete confidentiality of all patients’ medical information.
17. Maintain knowledge of release of information rules and regulations by attending appropriate training sessions.
18. Attend daily team meetings, training, and participate in ongoing quality improvement activities.
19. Monitor the sa133 medical records queue in EPIC for patient related messages, clinical team messages, rx errors, care everywhere incoming messages errors, and requests to assist with right faxing applicable patient related documents.
20. Assist in training HIM new staff.
21. Perform all and any additional duties as needed.
22. Comply with LCHC policies and procedures.

BASIC QUALIFICATIONS:

GED/High School diploma required.

Excellent communication / phone skills.

Computer skills.

Ability to multi-task in a fast-paced environment.

History of good attendance and positive work attitude

DESIRED QUALIFICATIONS:

Bilingual (Spanish/English) strongly preferred.

Knowledge of medical terminology.

Knowledge of laws and regulations in health information

Help with covering other staff when needed.

CORE RESPONSIBILITIES:

• Respect and maintain patient confidentiality in all aspects of care including use of electronic information.
• Treat all patients in a welcoming and professional manner.
• Demonstrate professionalism by appropriate attire, attendance, attitude, and behavior within the clinical setting.
• Contribute to the team effort by supporting all team members and maintaining an open and positive attitude.
• Welcome new employees and students to the team by assisting with their orientation to the team and mentoring them, as requested.
• Comply with all health center policies and procedures.

CUSTOMER SERVICE:

• Demonstrates an understanding of customer service principles by successfully completing on-line Customer Service training.
• Utilizes the principles of customer service when interacting with patients/clients, team members and staff from other departments.
• Appropriately handles or seeks support when customer service breakdowns occur.

CULTURAL COMPETENCE:

• Demonstrates knowledge of culture by successfully completing the on-line training on Cultural Competence.
• Utilizes an appreciation of and respect for diversity when interacting with patients/clients, team members and staff from other departments.
• Responds appropriately or seeks support when confronted with cultural biases or conflicts.

PHYSICAL AND MENTAL REQUIREMENTS OF THE POSITION:

• Work is performed in an office environment and requires the ability to move around in the office, enter and retrieve data from an electronic system, operate office equipment.
• Ability to move tools and materials weighing less than 10 pounds from one location to another.
• This position requires the individual to wear and work in personal protective equipment.
• Ability to reason logically and make sound decisions, to consider alternative and diverse perspectives, to communicate effectively both orally and in writing, to remain poised under all circumstances, and to interact effectively with people in a positive manner that engenders confidence and trust.
• Ability to work effectively and efficiently in high stress and conflict situations.
• Ability to simultaneously address multiple complex problems.
• Ability to work and sustain attention with distractions and/or interruptions.
• Ability to interact appropriately with a variety of individuals including customers/clients.
• Ability to deal with people under adverse circumstances.
• Ability to work as an integral part of a team.
• Ability to maintain regular attendance and be punctual.
• Ability to understand, remember and follow verbal and written instructions.
• Ability to complete assigned tasks without direct supervision.
• Ability to exercise independent judgment and make decisions.
• Ability to perform under stress and/or in emergencies.

SPECIAL REQUIREMENTS:

• The essential duties of this position may present risk of exposure to airborne infection, body fluids, and blood borne pathogens.
• Annual BBP Training is required.
• Up to date immunization and annual TB screening is required.
• COVID19 Vaccine or approved exemption is required
• Hepatitis B vaccine and annual flu immunization are strongly recommended.
• Results of a Background Check Inquiry must be acceptable under health center standards.

SUPERVISION RECEIVED:

This position is HIM Specialist Lead.

SUPERVISION EXERCISED:

None