Medical Records Scanning, Indexing & Quality Specialist at South Shore Health

Job Description Summary

The HIM Medical Records Indexing & Quality Specialist is responsible for the effective coordination and organization required for quality electronic health information and records. This role reports to the HIM Manager.

The Medical Records Specialist works with providers when required as well as other clinical staff. When necessary or as required, will provide training on LMR and accessing scanned documents.

Responsible for prepping, indexing and scanning work for patient visits, and ensures this work is done timely, accurately and according to policies and procedures. Ensures quality control is done on all aspects of the electronic health record processing. This position may reside in an offsite location and may work between various locations.

Performs all aspects of release of information for patients, 3rd party payers, and other requestors. Maintains, logs of requests, and ensures timely request responses.

Work Schedule: Monday thru Friday 8:30am - 5:00pm Weekend and Holiday rotation. Hybrid position.

Job Description

Key Responsibilities:

• Assists Health Information Services in its efforts to meet and/or exceed patient, physician and customer expectations.

• Supports clinical staff in ensuring documentation is available for patient care and may provide other medical record support services necessary for patient care.

• Assists in managing and reducing risk (i.e. quality of care and reimbursement issues) associated with inadequate or unavailable documentation.

• Work closely with staff to identify training needs.

• May assist manager in developing implementation of various clinics for electronic health records processing while ensuring compliance with policies and procedures for electronic health information in LMR.

• Monitors and ensures compliance in following approved guidelines as they relate to implementation of scanning.

• Identifies any documents that may need to correct in a timely manner.

• May perform record reviews for quality documentation and data integrity.

• Complete work assignments in accordance with an established timeline.

• Provide appropriate and timely problem escalation reporting as well as potential solutions to HIS and IS management as needed.

• Provide quality customer service through on-going communication, feedback and follow-through with manager and customers.

• Assist in development of documentation, policies, procedures, guidelines and quality control processes.

• Compiles productivity statistics for operations manager.

• Performs all release of information request procedures. Works with patients, 3rd party payer requests.  Maintains logs of requests and response time. Charges according to establish charge structure.

• Other duties/tasks as necessary.

Job Requirements:

Minimum Education

• College courses for computer information preferred.

• Knowledge of health information management principals including processing of medical records

Minimum Work Experience

• Prefer 3 years health information services (medical records) experience.

• Experience with handling or processing medical records.

• Experience in a lead role, either formal or informal either in another industry or in a HIS environment.

• Experience utilizing computers

• Experience in training staff

• Prefer experience in scanning and indexing of scanned documents

Knowledge, Skills and Abilities

• Strong organizational skills.

• Strong problem solving, written and verbal skills.

• Work cooperatively and effectively with people and communicate effectively with staff groups at various levels, i.e. physicians and other care providers, managers and staff in order to accomplish goals and objectives while maintaining good working, professional relationships.

• Ability to understand the work environment and competing priorities in conjunction with developing and department goals as they pertain to the implementation and ongoing processing of the electronic health record.

• Ability to prioritize work.

• Good PC skills required, knowledge of PC applications, e.g., Microsoft Office including Word and use of spreadsheets.

• Ability to train physicians and other users on various in navigating scanned documents in the LMR