Receptionist, Healthcare

Position Summary

The Health Information Representative – Community Hospitals maintains the integrity of the medical records by collecting, preparing, scanning, processing, copying and responding to medical record inquiries in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements. Opens mail, sends for and releases medical information, prepares medical records and tests for scanning, files, copies, and faxes medical information. Ensures accurate and timely entry of data into various databases.

Generates required reports. Ensures transmission of required data to governmental entities. Provides auditors complete and accurate documentation to increase reimbursement and decrease denials.

Position:
Receptionist

Department:
Fixed Dept Vacancy Factor

Schedule:

Full Time

Follows department policies and guidelines to perform a wide variety of administrative duties to ensure proper maintenance of patient medical records. Focuses on one or more of the following areas, and provides support as needed in the other areas to optimize daily flow:

• Document Imaging
  • Pick charts up from hospital locations, reconcile with discharge lists that all records have been received. Follow escalation process, if record is not received within 48 hours of discharge.
  • Check to assure all papers are properly identified for the patient’s record. Assure all loose materials are matched to the appropriate chart. Prepare documents for scanning to include removal of staples, taping of torn edges, etc. Ensure patient identification label is adhered to each document to be scanned.
  • Review dictation notes and ensure they are complete and that the treating physician has signed off on the accuracy of the transcription. Run reports of missing elements. Send reminder notes to staff that need to respond and/or sign to get a completed data sheet.
  • Ensure that each episode has appropriate encounter identifiers. Verify that admission dates, discharge dates, attending physician is appropriately identified in system.
• Prepping
  • Pick charts up from hospital locations, reconcile with discharge lists that all records have been received.
  • Check to assure all papers are properly identified for the patient’s record.
  • Prepare documents for scanning to include removal of staples, taping of torn edges, etc.
  • Ensure patient identification label is adhered to each document to be scanned.
  • Review dictation notes and ensure they are complete and that the treating physician has signed off on the accuracy of the transcription.
  • Run reports of missing elements.
  • Send reminder notes to staff that need to respond and/or sign to get a completed data sheet.
  • Ensure that each episode has appropriate encounter identifiers. Verify that admission dates, discharge dates, attending physician is appropriately identified in system.
• Scanning/Indexing / Quality Control
  • Gather files that are ready for scanning.
  • Verify patient identifiers and account number.
  • Label sheets as needed. Count pages.
  • Scan and index each document to appropriately document type so as to ensure record is viewable for providers.
  • Review all scanned and indexed material in Grid to make sure documents are attached to the correct patient and account visit, and that each document is titled correctly, and all pages are accounted for.
  • Maintain cleanliness of the document scanners. Change cartridges; clear jams. Notify manager when scanner needs maintenance or repair.
  • Audit records which are scanned and indexed to assure data integrity is not compromised. Quality of 100% must be sustained.
• General Duties
  • Reply to requests for copies and prints of medical records, discharge summaries, etc., in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements. Expedite urgent requests. Order medical charts from warehouse as needed.
  • Provide a variety of general administrative support, such as handling phones and voice mail, opening and distributing incoming mail, preparing outgoing mail and emails, filling out forms, printing, photocopying, faxing, preparing letters, running reports, filing, purging, etc.).
  • Request supplies when needed to…