Health Information Specialist

Job Summary

Job Summary: Responsibility of the Health Information Management (HIM) Technician involves the maintenance of a patient’s medical records (electronic and/or hard copy), safeguarding and protecting the patient’s privacy by ensuring that only authorized individuals have access to the patient’s medical information and that all information scanned into the EMR belongs to the identified patient record and scanned into the correct EMR.

HIM Technicians are expected to possess the knowledge, skills, and abilities to fulfill their role in accordance with Total Health Care, Inc./Departmental policies/procedures and HIPAA regulations. To ensure that accurate patient health information and compliance issues are met for scanning of documents in the EMR and completion of forms set forth by Maryland State/Federal laws, Regulatory Agencies, HIPAA, and Total Health Care, Inc.

policies/procedures, and workflows are being met. Responsible for filing and storing medical records, as well as the process for releasing protected health information.

Adheres and applies to Total Health Care, Inc./Departmental policies/procedures, workflows, Code of Conduct/Ethics, and standards to the HIM Technician of the Health Information Management Department.

• Demonstrates the ability to scan all necessary health information documents into the electronic medical records system (EMR).
• The ability to accurately enter and update diagnostic results into the electronic medical records system (EMR) for data reporting.
• Responds to telephone inquiries relating to Health Information Management functions, and/or forwards calls to the appropriate area.
• Periodically meets with the HIM Manager to ensure that departmental goals and objectives are being met and to identify/implement process improvement workflows.

Additional Responsibilities: When deemed necessary, assist with the retrieval of incoming requests for information and respond to requests by opening mail, assisting walk-ins and telephone inquiries, and retrieving facsimile inquiries in a timely manner. Process all walk-in requests for completion of medical forms and patient health information. Demonstrate working knowledge of the scanner and other work tools and software. Submit weekly Productivity Log Reports to the HIM Manager.

Assist with date stamping of all requests and highlight pertinent data to facilitate processing. Assist with the release of information requests including retrieving patient’s medical charts and returning charts, copying/scanning medical records accurately and correctly according to requests, established procedures, and standards of quality and productivity; electronically transmit medical records to processing operations. Review the accuracy of scanned documents and ensure documents reflect the details specified by the requestor.

Maintain equipment in excellent operating condition (inside and out) and troubleshoot; request assistance from the Help Desk as needed.

Provide excellent customer service by being attentive, respectful, and professional at all times.

• Appropriately and accurately pull medical records and retrieve patient health information from the EMR for patient care, quality review, and audits in a timely manner.
• Adhere to and comply with policies regarding confidentiality and security of medical records stored in HIM department files and clinic databases.
• Maintain effective communications and working relationships with healthcare providers/physicians, co-workers, and other clinic personnel.
• Demonstrate a commitment to group goals and teamwork; strong customer service orientation.
• Demonstrate competency in the use of office equipment.

Demonstrates helpful and effective telephone etiquette and customer service skills by providing appropriate information to callers. Maintains a neat, clean, and professional personal appearance and observes the dress code established by THC. Maintains regular attendance and punctuality as scheduled. Notifies the HIM Manager and/or designee if unable to adhere to daily schedule. Works within scope of position and direction; willingly accepts assignments and is available to take on additional tasks to assist with scanning of document backlogs.

Adapts to change and responds to difficult and challenging situations in a professional manner. Promptly reports to HIM Manager any customer service concerns and/or any potential HIPAA violations whether actual or perceived. Accurately and efficiently utilizes a computer for data input, retrieval of data, running reports, and all other tasks associated with release of information services and time reporting. Maintains a good working relationship within the department and with other departments.

Recognizes emergency situations within the context of job duties and communicates potential issues to the HIM Manager.

• Retrieve patient medical records for physicians, technicians, or other medical personnel.
• Protect the security of medical records to ensure…