Health Information Tech - Level I

Job Description

Job Description

This is a full–time, non-exempt position, with regular business hours 8:00am to 4:30pm. $23.00 to $26.00 to start, DOE.   

SUMMARY : The Health Information Technician has three primary roles: review and process provider documentation in preparation for billing, compliance with patient signature forms and medical records and manage electronic health record compliance with external agencies.

The Health Information Technician is responsible for providing a wide variety of administrative and EHR training and support functions.  Some of the primary responsibilities include, but are not limited to: data quality review, electronic and paper record keeping and ensuring EHR compliance with internal and external agencies.  This position provides desktop support to the agency’s providers by monitoring and assisting with resolving issues related to the agency’s EHR. The position requires that the individual be analytical, flexible, detail-oriented, communicate effectively, and collaborate respectfully with others. The position works with all agency staff, agency clients and works closely with and reports to the Administrative and Compliance Operations Manager. 

This position is separated into different levels depending on experience and skill. The Essential Duties and Responsibilities listed below apply to all levels of the HIT role and the level designations are in addition to these general duties.

REQUIRED SKILLS & ABILITIES
Customer Service 

• Able to address children, family members and other clients with concern and empathy; respect their confidentiality and privacy and communicate with them in a courteous and respectful manner.
• Manage complaints with respect and solution-oriented focus. 
• High level of interpersonal skills to handle sensitive and confidential situations.  
• Position continually requires poise, tact and diplomacy.

Teamwork 

• Consistently work in a positive and cooperative manner with co-workers. 
• Consider the impact of actions on others throughout the agency.
• Recognize fluctuating workflow among team and volunteer to fill-in as needed. 

Problem-Solving 

• Demonstrate sound judgment by taking appropriate actions when presented with new or challenging situations. 
• Consistently evaluate work and determine if further steps are necessary to meet the needs of both clients and the agency. 

Productivity/Efficiency

• Respond to changing situations in a flexible manner to meet current needs, such as reprioritizing work as necessary.
• Requires close attention to detail with data entry of information in health records. 
• Organize job functions and work area to be able to effectively complete varied assignments within established time frames.
• Complete work within appropriate timeframe to prevent backlog. 
• Ability to use Microsoft Office platform, including Word, Excel and Outlook; computer competence to learn electronic health record keeping and scheduling; type 35 WPM.  

Adherence to Agency Policies and Procedures 

• Demonstrate knowledge and understanding of agency policies and procedures.
• Comply with safety and infection control policies and procedures to ensure a safe working environment for self and others. 
• Attend required in-service programs/meetings.
• Ensure that work is completed in compliance with policy and regulatory standards including: HIPAA, IDEA Part C, State and Federal Regulations. 

Program Support

• Enroll, pend, and exit client-child files.
• Ensure that patient forms are received and reviewed for accuracy.
• Verify appropriate authorization for consents and releases for clients and referral sources. 
• Coordinate correspondence as required and/or requested with community partners and clients. 
• Request medical records from pediatricians and clinics/hospitals for providers.    
• Handle incoming requests for PIC records, including those from SSA/Disability and other state agencies, parents, community providers, Infant/Toddler, Programs and Court ordered records. Verify ROI is valid. Fax, mail or email records to requestor.
• Check out/in screening/evaluations kits as needed to providers; restock as needed
• Support PIC’s Diaper Pantry with bi-monthly including stocking, distributing, and maintaining grant reporting information. 

Data Entry

• Ensure the State Database matches the EHR record, including, demographic information, pends, evaluations, IFSPs, and discharge
• Perform data entry, review and reporting within specific timeframes, on a routine basis and as directed.

Provider Support

• Review EHR documentation for accurate billing code review and assists Team Managers with monitoring providers for timely documentation and note posting.
• Communicate with manager(s) about staff who need support or are out of compliance on documentation standards. 
• Supports providers with timely documentation through established communication in EHR.
• Ensure third party payer information is recorded accurately. 
• Assist with educating staff on agency billing policy and procedures. 
• Register staff, as needed for NPI and preferred provider networks. 
• Monitor patient Charts/Notes for missing Consent to Bill forms.

Medical Billing

• Process Physician signed Plan of Care Prescriptions into EHR.
• Process monthly Targeted Case Management service tickets. 
• Submit billing claims through clearing house for payment 
• Record successful claims in patient leger and follow up on rejected claims
• Complete quarterly compliance reviews for Medicaid claims
• Assist in biennial Medicaid Self Audits

Essential Duties & Responsibilities 
HIT Level I
All of the essential duties and responsibilities above and:
QUALIFICATIONS: Must meet agency's requirements for employment. 
Education
Associate degree or higher in Business Management/Accounting, Medical Billing, or related field.
Experience

• One-year experience in a supporting administrative/IT role preferably in a human or social services environment.  
• One-year data entry experience, ability to enter in data efficiently and accurately.   
• Preferred one-year medical billing experience. 
• Ability to use Microsoft Office platform, including Word, Excel and Outlook; computer competence to learn electronic health record keeping and scheduling; type 35 WPM.   

HIT Level II
All of the essential duties and responsibilities above and:
QUALIFICATIONS: Must meet agency's requirements for employment.
Education
Associate degree or higher in Business Management/Accounting, Medical Billing, or related field.
Experience

• One-year experience in a supporting administrative/IT role preferably in a human or social services environment.  
• Three or more years data entry experience, ability to enter in data efficiently and accurately.   
• Preferred two-years medical billing experience. 
• Ability to use Microsoft Office platform, including Word, Excel and Outlook; computer competence to learn electronic health record keeping and scheduling; type 35 WPM.   

HIT Level III
All of the essential duties and responsibilities listed above and:

• EHR Documentation Review and Management Support
• Assist with coordinating with Raintree Systems to customize and adapt electronic record to meet the unique needs of PIC and Early Intervention in Alaska.
• Assist with EHR training for new providers. 
• Provides consulting/training/education services such as data management and staff training/orientation for standard systems.
• Collect provider feedback and suggestions on an ongoing basis to improve EHR system and communicate issues to Data Manager or designee.

QUALIFICATIONS: Must meet agency's requirements for employment. 
Education
Associate degree or higher in Business Management/Accounting, Medical Billing, or related field.
Experience

• One-year experience in a supporting administrative/IT role preferably in a human or social services environment.  
• Five or more years data entry experience, ability to enter in data efficiently and accurately.   
• Preferred three-years medical billing experience. 
• Ability to use Microsoft Office platform, including Word, Excel and Outlook; computer competence to learn electronic health record keeping and scheduling; type 35 WPM.

PHYSICAL DEMANDS/WORKING CONDITIONS
The employee is occasionally required to stand, walk, stoop, kneel, or crouch.  
1.    The employee is frequently required to reach with hands and arms and use hands to handle, feel or collate materials. 
2.    The employee is occasionally required to lift and/or move up to 10 pounds and infrequently lift and/or move up to 25 pounds. 
3.    Specific vision abilities required by this job include close vision and ability to adjust focus. 
4.    The noise and vibration level in the work environment is usually moderate, as would be expected in an office setting.  

THE INTENT OF THIS POSITION DESCRIPTION IS TO PROVIDE A REPRESENTATIVE SUMMARY OF THE MAJOR DUTIES AND RESPONSIBILITIES PERFORMED BY INCUMBENTS OF THE POSITION. INCUMBENTS MAY BE REQUIRED TO PERFORM OTHER JOB-RELATED TASKS OTHER THAN THOSE SPECIFICALLY PRESENTED IN THIS DESCRIPTION.