SAH HIM Processing Associate

SUMMARY

Under the direction of the Medical Records/HIM Director, the HIM Processing Associate is responsible to collect, compile, process, store, and maintain medical records of hospital and clinic patients in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements of the health care system.

Organize, prioritize, locate, pull, assemble, scan, index, quality check, and track both electronic and paper records, and ensure proper transport of records requested by other departments in accordance with established standards.

Fills in other HIM Areas when needed. Brown University Health employees are expected to successfully role model the organization’s values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

Core Success Factors include:
Instill Trust and Value Differences;
Patient and Community Focus and Collaborate.

• Collect all current and previous medical records of discharged patients from all service areas within 24 hours of discharge.
• Print & Reconcile Daily Discharge List in alpha order.
• Manage expired patients and death certificates.
• Contact unit for missing discharges, continue process until all have been retrieved, complete missing record tracking sheet if necessary.
• Attach loose documents and remove duplicates/blank pages.
• Review for advance directives and bring forward if necessary.
• Incorporate consents and check Meditech to ensure Formfast archived.
• Verify patient information accuracy and assemble records by service delivery.
• Review records for completeness, authentication and presence of all test results and documentation.
• Validate discharge transfer orders (IP & DSU Records).
• Enter deficiencies in Meditech from A & A and requested by coding team.
• Create temporary folders for incomplete processes and maintain incomplete records in TDO order by physician.
• Complete secondary analysis and check PDOCs/Dictation.
• Scanned records into Meditech; index and QA all records.
• Telephone, fax, walk‑ins, death certificates, healthcare proxies, and other duties as assigned.
• Answer phones, assist coworkers during heavy workloads.
• Process release‑of‑information requests on off‑hours.
• Review admission notices for HPC/DNR record level view (6.0–6.1).
• Pull charts as needed (rarely required).
• Copy transfers as needed.
• Re‑file records (rarely required).
• Sanitize kits, log and file.
• Order charts for off‑site storage; give to Correspondence to obtain from ACCESS.
• Retrieve HCP from admitting‑prep, index if required.
• Attach death certificates from admitting to appropriate record.
• Manage supplies, purge shelves when appropriate, shred paper records.
• Present courteous and helpful demeanor to all patients, visitors and staff.
• Maintain familiarity with policies, complete mandatory education, refer potential issues to Director and Risk Management promptly.

• Knowledge of medical terminology.
• Previous office experience preferably in a hospital setting.
• Cooperative and respectful customer interactions; courteous, compassionate, and patient in communication.
• Effective communication across cultural, value, belief, and age differences.
• Timely response to requests and ability to manage interruptions skillfully.
• Professional appearance and demeanor; commitment to continuous development and participation in staff meetings and mentoring.
• Analytical and decision‑making functions performed with minimal supervision.
• Understanding of hospital and departmental policies including safety issues.
• Awareness of hospital programs and services and their locations.

High School Diploma or Equivalent.

75% or more: talk or hear. 25–50%: stand/walk, use hands to finger, feel, reach with hands and arms, climb or balance; stoop, kneel, crouch, or crawl; taste or smell; lift up to 25 lbs. Vision requirements: close, distance, peripheral, and ability to adjust focus.

$17.55–$25.57 per hour.

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Saint Annes Hospital – 795 Middle Street, Fall River, Massachusetts 02721.

30 hr/week, Monday–Friday, evening shift; no driving required. Union: 1199 Seiu United Healthcare Workers East.