Electronic Health Record Specialist 2-8125

Position Title: HIM Electronic Health Record Specialist Position Code: EHRS1, 2, 3-8125

Department: Health Information Management Safety Sensitive: ☒ Yes ☐ No

Reports to: HIM Manager Exempt Status: ☐ Yes ☒ No

Position Purpose:

All KHI employees are expected to perform their respective tasks and duties in such a way that supports KHI’s vision to be among the kindest, highest quality health systems in the country.

LEVEL 1:

This position is responsible to perform duties and functions associated with scanning of documents into the EHR, quality review of record content and analyzing the medical record for provider deficiencies.

LEVEL 2:

This position is responsible to perform duties and functions associated with scanning of documents into the EHR, quality review of record content, analyzing the medical record for provider deficiencies and release of information.

LEVEL 3:

This position is responsible for being able to perform duties associated with HIM operations. This will include patient portal assistance, provider deficiency calculation and reporting, prepping scanning and analysis of all records, accurate and compliant release of information.

Key Responsibilities:

LEVEL 1:

• Retrieves patient charts daily from nursing units and patient care departments

o Maintains a log of discharged visits to ensure all charts are accounted for

• Preps and scans the documents/charts by following departmental guidelines
• Uploads images into electronic record as requested
• Performs quality review functions/document indexing on all scanned documents/encounters following departmental quality review guidelines
• Analyzes the medical chart for accuracy and completion, per department policy
• Assigns documentation deficiencies for the emergency department, inpatient, outpatient surgery, observation, and outpatient diagnostic encounters according to Medical Staff requirements
• Works well with all departments and providers, performs and communicates in a highly professional manner

LEVEL 2:

• Review all requests for Medical Records applying Health Information Portability and Accountability Act of 1996, Arizona Revised Statutes, and hospital policies as appropriate
• Knowledge of electronic and paper-based records storage system as they relate to release of information
• Complete record requests no later than thirty days. All subpoenas will be answered within ten days or as noted on the court order.
• Completes government agency requests with appropriate billing for copy service according to regulations
• Complete requests thru the Release of Information (ROI) module in the electronic medical record for all releases and scan authorizations received to the accurate patient account
• Monitors patient phone calls and electronic requests for records

LEVEL 3:

In addition to the above responsibilities for level 1 and 2, a Level 3 HIM Electronic Health Record Specialist must also perform the following:

• Responsible for Portal email and phone call requests:
  • Technical support with the portal
  • Signing patients up for the portal
• Accurately merge duplicate medical record numbers
• Manually review provider deficiencies to ensure accuracy
  • Provides accurate lists of incomplete records to providers and management on a weekly basis
  • Works with medical staff services regarding delinquent provider records per policy

All Levels:

• Works well with all departments and providers, performs and communicates in a highly professional manner
• Follows HIPAA patient confidentiality standards
• Assists in the creation/editing of training manuals and training of new hires
• Demonstrates dependability and teamwork by following hospital and departmental procedures
• Promotes and adheres to KHI Behavioral Expectations and always maintains patient confidentiality
• Attends department meetings and all required KHI in-services
• Offers ideas for improving performance and shows responsibility for job functions
• Strives to be a productive member of this institution, working as a team member who demonstrates enthusiasm and self-motivation
• Provides excellent customer service
• Other duties as assigned

Qualifications

Education for All Levels: High school diploma or GED equivalent

Skills and Knowledge:

LEVEL 1:

• Ability to operate office equipment such as PC, scanner, copier, printer, and fax machine
• Awareness of HIPAA, HITEC, and Meaningful Use
• Ability to work in a team-oriented, collaborative environment
• Prioritize duties/tasks effectively

LEVEL 2:

In addition to the above skills and knowledge, a Level 2 HIM Electronic Health Record Specialist must also perform the following:

• Understand all apply HIPAA guidelines as they relate to release of information
• Ability to multitask to balance the various types of requests
• Ability to utilize resources in an organized manner
• Must have sufficient oral and written communication skills
• Must possess the ability to maintain composure in difficult and stressful situations

LEVEL 3:

In addition to the above skills and knowledge of level 1 and 2, a Level 3 HIM Electronic Health Record Specialist must also perform the following:

• Ability to develop and maintain effective working relationships with others
• Must possess technical and professional skills and able to articulate technical issues to non-technical community
• Proactively seeks opportunities to broaden and deepen knowledge base and proficiencies

Preferences:

Education: Associate’s or higher-level degree

Experience:

• Level 1 and 2 : One-year experience in either Health Information Management, medical office clerical, or hospital clerical setting
• Level 3 : Two-years’ experience in either Health Information Management, medical office clerical,

Special Position Requirements:

Exposure Categories:

• Category III: Expected duties do not have potential for exposure to blood, body fluids or tissues
• Other Potential Hazard(s): None

Work Requirements:

• Ability to sit, type and view a PC screen most of the day
• Some bending and lifting required, up to 25 lbs.

ACKNOWLEDGEMENT:

This job description applies to all KHI facilities and is representative of the essential job duties this position will perform. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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Date Staff Position Description Created / Revised: 3/02/2022