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Job Summary –The HIM Clerk is primarily responsible for retrieving and reconciling medical records and loose documentation from ancillary departments and nursing units. During the initial 4-18 months after migration to HIM Shared Services, the Facility HIM Clerks may also assist with copying or printing medical records. Other duties include entering of unbilled reason codes (URCs) into HPF and MEDITECH, researching and processing accounts assigned to the facility’s Horizon Patient Folder (HPF) work queues and timely scanning and indexing of late loose documentation received in the HIM department that exceeds one inch (1”) as defined by department.
Duties Include But Are Not Limited To Duties while paper medical records remain at the facility: Filing of loose documentation into the paper medical record Retrieval of paper charts Filing of paper charts Assisting physicians with paper chart completion Ongoing duties: Retrieves discharged medical records from various nursing units and ancillary departments as defined by department practice Enters applicable unbilled reason codes (URCs) into HPF and MEDITECH on a daily basis Assists in reconciling retrieved medical records through use of MEDITECH compiled reports and/or automated reconciliation working closely with patient care units to ensure receipt of all records prior to courier pick up Places reconciled records in the designated courier bins for the HSC courier to retrieve Batches, labels and routes loose reports, late charts and/or late documentation to HSC Document Imaging area for scanning according to policy Scans and indexes loose reports/documents that are identified as critical to coding and prioritizes according to policy Maintains or exceeds established productivity and quality standards Requests and returns paper records from off-site storage as applicable Retrieves and prints medical records from microfilm (as applicable) Assists in processing accounts in assigned facility HPF work queues/routers
Processes facility specific HIM mail as applicable Responsible for linking patients with physicians in Meditech in order to promote continuity of care Supporting the physician suspension process by compiling reports, sending letters, making reminder calls, or maintaining suspension data in Meditech Educates and provides support to physicians as it relates to record completion in HPF Assists in setting up external review queues when necessary Support the completion of physician queries by calling, monitoring and assisting physicians with the HPF application Post HPF migration may assist with ongoing urgent release of information and walk-in requests Practices and adheres to the Company’s “Code of Conduct” philosophy and’ “Mission and Value Statement” Other duties as assigned
Knowledge, Skills & Abilities Adaptability – maintaining effectiveness when experiencing major changes in work tasks or the work environment; able to adapt to change in environment and/or circumstances with a positive outlook; and adjusting effectively to work within new work structures, processes, requirements, or cultures Energy – consistently maintaining high levels of activity or productivity; sustaining long working hours when necessary; operates with vigor, effectiveness, and determination over extended periods of time Communication - communicates clearly, proactively and concisely with all key stakeholders Customer orientation - establishes and maintains long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations Work Independently – is self-supporting; not needing to rely on others to complete a job Organization – establishing courses of action to ensure that work is completed efficiently; proactively prioritizes assignments and keen ability to multi-task Quality Orientation – accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time PC skills – demonstrates proficiency in keyboard operations, Microsoft Office applications and others as required
EDUCATION High school graduate or equivalency preferred
EXPERIENCE 1 year experience in an office environment preferred Previous experience in the handling of patient health information and/or medical records is strongly preferred