HIM Technician - UofL Health

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About Us UofL Health is a fully integrated regional academic health system with seven hospitals, four medical centers, nearly 200 physician practice locations, more than 700 providers, the Frazier Rehabilitation Institute and the Brown Cancer Center. With more than 12,000 team members—physicians, surgeons, nurses, pharmacists and other highly skilled health care professionals—UofL Health is focused on one mission: delivering patient-centered care to each and every patient each and every day. Our Mission As an academic health care system, we will transform the health of the communities we serve through compassionate, innovative, patient-centered care.

Job Summary:

This position is responsible for all activities that enable protected health information (PHI) to undergo processing and committal to permanent electronic storage in the Electronic Medical Record (EMR), while preserving the integrity of patient’s Legal Health Record (LHR) for future retrieval and accessibility. Responsible for prepping, scanning, indexing and releasing of patient care documents into the Health Information Management System (HIMS) to ensure document filing accuracy and positive patient identification. In addition, is responsible for the release of patient records to the patient and physician for “in-person” requests at the facility. Maintains a positive and professional relationship with all departments and physicians to ensure continuity and the highest quality of patient care. Able to perform multiple tasks with frequent interruptions, maintain the privacy and confidentiality of patient records, and utilize multiple hospital computer systems to perform daily tasks. Responsible for processing a wide variety of internal and external medical records requests in compliance with HIPAA and HITECH regulations, hospital policies, and state law. Interact as needed with internal customers to include but not limited to hospital staff, physicians and their offices, and other revenue cycle team members. Actively participates in department and hospital performance initiatives when needed to ensure ULH success.

• Ensure availability of patient medical records, in a timely manner, to all authorized users within U of L Health participating in the treatment and care of the patient.
• To ensure the medical record filing systems are properly and correctly maintained and all loose record materials are filed in a timely and accurate manner.
• Ensures that 100% of the scanned images are accurate for the following data points:

o Patient name
o Patient medical record number
o Patient encounter number
o Verify image scanned into the correct document/folder type
o Verify correct date order of documents within a folder
o Verify correct page orientation
o Verify scanning quality

• Ensure the overall accuracy and quality of the scanned record as well as verify the integrity of scanned images as compared to the paper or original copy.
• Demonstrates working knowledge of the HIMS and EMRs for accurate retrieval, location, and verification of patient name, account number, and MRN.
• Ability to operate HIMS and equipment – fax, microfilm, scanner, transcription system, EMR, ROI, etc.
• Maintain a working knowledge of requirements for valid HIPPA-Compliant and CFR 42 (Code of Federal Regulations regarding confidentiality of substance abuse records) ROI authorizations.
• Meet minimum productivity standards for prepping and indexing patient medical records in the EMR according to policy and within established time frames with a 98% accuracy rate.
• Meet deadlines and coordinates work to achieve maximum productivity and efficiency.
• Adapt quickly to change in job assignment from prepping, scanning, release of information or indexing to accommodate the daily needs of the department.
• Report scanning and indexing errors and/or discrepancies to HIM Supervisor/Manager.
• Receive incoming ROI requests from physicians or patient walk-up timely, including date stamping all requests and highlighting pertinent data to facilitate processing.
• Ensure productivity standards are met for processing all requests on-demand when possible.
• Scan all ROI authorization forms and pertinent patient documentation into EHR daily.
• Retrieve patient’s medical records, copy/upload medical records accurately and correctly according to requests, established procedures, and established standards of quality
• Demonstrate working knowledge of HIPAA/HITECH guidelines regarding ROI to appropriately provide phone coverage and respond to inquiries.
• Maintain privacy/confidentiality when handling any request for patient protected health information (PHI).
• Consistently combine ethical judgment and technical skills when making decisions regarding patient safety and confidentiality.

Other Functions:

• Maintains compliance with all company policies, procedures and standards of conduct
• Complies with HIPAA privacy and security requirements to maintain confidentiality at all times
• Performs other duties as assigned

Education:
• High School education or GED required.
• Advanced education in Health Information with an RHIT or RHIA preferred.

Experience:
• Minimum of 2 years HIM Technician experience required.
• Previous experience in a hospital HIM department preferred or will consider medical office experience.
• Prior ROI experience, preferred
• Experience working with an electronic health record system; Cerner and EPIC preferred.
• Excellent customer service and communication skills required.

Knowledge, Skills, and Abilities critical to this role:
• Medical terminology preferred.
• Strong knowledge of medical records format and content for inpatient and outpatient encounters.
• Experience handling confidential information preferred.
• Experience meeting deadlines and / or productivity standards required.
• Ability to determine and process HIPAA-compliant authorizations for release of information.
• Knowledge of HIPAA/HITECH guidelines required.

Language Ability:
• Strong written and verbal communication skills and attention to detail and quality.

Reasoning Ability:
• Able to critically think through complex patient situations, process improvements, evidence-based practice.
Computer Skills:
• Basic Computers skills with Microsoft Office
• Ability to type 40 words per minute
• Prior Cerner and Epic Experience preferred
Additional Responsibilities:
• Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times
• Maintains confidentiality and protects sensitive data at all times
• Adheres to organizational and department specific safety standards and guidelines
• Works collaboratively and supports efforts of team members
• Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community