HIMS Record Specialist, Health Information Management

Administrative/Clerical Lawrence, Kansas


Description

Monday-Friday 8am-4:30pm 

JOB SUMMARY

The responsibilities of the Health Information Specialist include Document Imaging, Record Analysis, Chart Completion, Record Reviews, Release of Information, Accounts Receivable, and Informatics Technician.  Staff performs all functions necessary to organize, maintain, and use patient medical records while meeting turnaround-times while maintaining quality and performance standards.  Specific assignments will vary from day to day depending on the needs of the department, thus staff are cross-trained.

II. ESSENTIAL JOB RESPONSIBILITIES

DOCUMENT IMAGING:

a.   Picks up charts concurrently from all inpatient/outpatient observation areas; Performs chart pick-up twice daily from outpatient areas and processes charts brought from LMH-South
b.   Accurately maintains reconciliation log of retrieved medical records against patient discharge listings and performs follow up on missing records with the appropriate units after 24 hours of discharge/visit.
c.    Prepares all record types for scanning, including: IP, OPO, OPS, ED, ancillary, and loose reports.
d.   Promptly scans and indexes advance directives and loose documents identified as critical to coding.
e.   Confirms accuracy of all patient and document information throughout the document imaging process in order to ensure quality of all patient information in EMR.
 
RECORD ANALYSIS:

f.    Reviews medical record documentation in Patient Deficiency Analysis and creates deficiency for all missing reports and signatures, as well as, properly queries physicians for incomplete documentation.  Utilizes Fusion appropriately to ensure dictated reports have not been completed before assigning physician deficiency.
g.   Adheres to documented and established workflow guidelines as it relates to completing and re-assigning accounts to secondary analysis queue.
h.   Prioritizes and actively manages the various analysis-specific work queues in a timely and effective manner.
i.     Recognizes indexing errors at the document type and patient account levels and routes the account to the appropriate Document Imaging staff member and/or supervisor.
j.    Performs record reviews and audits records as requested.
 
CHART COMPLETION:

k.   Ensures accuracy and completion of all physician deficiencies as assigned through the analysis process.  Analyzes deficiencies on a daily basis for completion and removes deficiencies in a timely manner.
l.     Prioritizes and actively manages secondary analysis queue in a timely and effective manner.  Analyzes and corrects concerns with the HIM inbox on a daily basis.
m. Inform physicians weekly of incomplete charts. Print physician delinquency letters and review weekly.
n.   Responsible for calling physicians with delinquent charts and providing appropriate follow-up of deficiencies.  Accurately performs physician notification of suspension and processes according to Medical Staff bylaws, JCAHO guidelines, and Conditions of Participation.
o.   Maintains CER batch for documents with unrecognizable document types and follows up to get them filed into the patient records in a timely manner.
 
RECORD REVIEWS:

p.   Review records for compliance with Joint Commission standards (RC Chapter).   Appropriately enters data into Midas reporting system.  Utilizes Microsoft Excel to create graphs after compilation of data.
q.   Promptly reports issues or trends in data to supervisor for appropriate follow-up and effectively updates Medical Staff dashboard with appropriate data and summarizes findings of medical record reviews quarterly.
r.    Reviews Medical Staff dashboard and graphs with HIM Director prior to presentation to the Medical Staff Quality Improvement Council.
 
RELEASE OF INFORMATION:
s.    Answers telephone.
t.    Responds to external requests for release of information including legal requests.
u.   Copies/prints requested records for release of information appropriately based on request form. Enters request information into Request Manager program.
v.   Verifies identity of customer’s when processing all record requests and makes copy of identification card.
w.  Processes requests for Medical Record Amendments as stated in Lawrence Memorial Hospital policy.
x.   Manages accounts receivable for records that have been invoiced and waiting on payment.
y.   Sorts and delivers department mail.
 
ACCOUNTS RECEIVABLE:

z.    Print/Export Failed Bill Report.
aa. Verify high dollar charts from Final Bill Report.
bb. Coordinates the reconciliation and coding of high dollar charts.
cc.  Verifies, reviews, and initiates correction of patient data to ensure accuracy and integrity of all medical records prior to billing interface and claim submission.
dd. Watch accounts receivable daily and communicates status with ancillary and billing departments.
ee. Evaluate old accounts for follow-up potential and initiate write-off form if appropriate.
 
INFORMATICS TECHNICIAN:

ff.   Monitor requests from QIO and Fiscal Intermediary for chart audits.
gg. Review correspondence from QIO and distribute to appropriate LMH staff.
hh. Retrieve charts, copy, and mail by due date indicated by KFMC, CERT, PERM, MIC, HUMANA, and other review organizations, as needed.
Work with RAC Coordinator to meet deadlines by providing records requested by RAC and CMS within specified timeframes.
ii.    Completes mortality report timely and assuring that it is accurate.
jj.   Maintains and submits Clerical Productivity report weekly by end of day Friday, end of workweek, or as arranged with supervisor.
 
III. JOB QUALIFICATIONS
Required:     

  • High School Diploma or equivalent
  • Advanced computer knowledge and experience with software programs
Preferred:    
  • Associates degree
  • Certificate in Health information or related field
  • 2 years prior related work experience in a healthcare setting
  • Experience with document imaging
  1. BEHAVIORAL EXPECTATIONS (common to all positions)    
  • Patient 1st – We consider the patient first in everything we do.
  • Better Together – We are part of the LMH team that works together to achieve excellence.
  • Speak Up – We embrace a transparent culture of open, respectful communication where ideas are valued and solutions are created.
  • Innovate! – We actively explore new ideas and approach change with agility and an open mind.
  • Own It/Solve It – We hold ourselves accountable for our actions and we collaborate for solutions.
  • In Joy – We create a workplace that is both fun and meaningful.

At LMH Health we value inclusion and diversity. We are an equal opportunity employer and encourage all to apply.  Employment is decided on the basis of experience and qualifications that meet the business need.