Medical Records Specialist- Chambersburg Hospital- Evening

Health Information Management

Schedule:

Part-time evening shift 28 hours/week. Monday - Friday 4:00 PM - 10:00 PM. Occasional weekends 7:30 AM - 4 PM. Occasional holidays 7:30 AM - 4 PM.

Position Function: Under the direction of the HIM Manager, assembles, files and retrieves medical records, maintains chart location system, analyzes, unitizes, answers phones, purges for microfilm, and scans patient records (batch prep, acquisition, indexing, quality assurance, etc.).

Responsibilities

Core Values: Service, Integrity, Compassion

1. Demonstrates service excellence and patient and family centered care by showing respect, honesty, fairness and a positive attitude toward all customers.

2. Maintains confidentiality.

3. Demonstrates dependability, to include attendance and punctuality.

4. Is accountable - takes initiative and ownership of issues.

5. Displays a professional demeanor. Represents hospital in a positive way. Has a compassionate working relationship with patients and families.

6. Assumes personal responsibility for 2-way communication. Communicates and listens effectively with patients, families, coworkers, other departments, physicians/providers and community.

7. Supports coworkers, initiatives and a patient and family centered philosophy; pitches in; does own part and helps others.

8. Works to continuously improve work environment/processes (Performance Improvement). Demonstrates a patient and family centered focus when considering/developing improvement solutions.

9. Represents willingness/enthusiasm to create, embrace and facilitate change.

10. Develops self and others; supports a learning environment; leads by example. Encourages patients and families to give feedback and suggestions for improvement.

11. Develops working relationships critical to the organization including patients, families, coworkers, other departments, physicians/providers and community.

12. Encourages others by providing recognition and support.

Technical Excellence

1. Thinks critically; utilizes sound judgment; promptly reports potential risks.

2. Maintains state of art knowledge of area of specialty, healthcare trends and practice, and populations served.

3. Maintains a level of computer literacy appropriate to their role.

4. Meets and maintains current all unit specific and organizational skills/competencies, certifications/licensures, as required.

5. Completes hospital-required reviews, e.g. HIPAA, safety, health screening, care concerns, and others as assigned.

6. Adheres to National Patient Safety Goals.

Job Class Specifics

1. Unless excused, attends all departmental in-services and educational programs to develop new skills and maintain competencies.

2. Assists with orientation and training of new staff, students and volunteers as assigned.

3. Meets and maintains established productivity standards.

4. Completes a daily activity log and submits it to immediate supervisor at the end of each week.

5. Plans and prioritizes workload at the beginning of shift and throughout shift in accordance with departmental goals, turnaround time standards, objectives, etc. so that deadlines can be met.

6. Maintains knowledge of record assembly order.

7. Pulls records and assists physicians in the incomplete area as requested. Updates record deficiencies in the Meditech system appropriately.

8. Checks miscellaneous reports daily, verifying the medical record number, account number, name, dates, etc., for accuracy.

9. Immediately notifies HIM Manager of any lost or missing records.

10. Prepares specified records in files for back scanning per back scanning procedure.

11. Collects discharge records from nursing units daily. Assembles records according to written procedure, attaching miscellaneous reports to records accordingly, and places records in file folders by last 2 terminal digits on the shelf labeled by discharge date.

12. Analyzes records according to the Medical Staff Bylaws, The Joint Commission and DOH requirements, entering deficiencies into the Meditech system and attaching miscellaneous reports to the record.

13. Batch preps records according to established guidelines, keeping like forms together, verifying patient name, account number and medical record number.

14. Reviews medical records upon completion by the medical staff (as assigned) and updates ICR Routines in Meditech.

15. Assures accuracy of patient information through verifying patient name, date of birth, medical record number, etc.

16. Assists with telephone coverage. Directs departmental calls and requests for medical information. Answers phone promptly and professionally within three rings, stating name and department. Responds or refers calls as necessary, takes complete phone messages to include caller, data and response requested. Greets visitors, physicians and staff in a positive, congenial manner.

17. Receives requests for outpatient and inpatient information. Obtains proper authorization and identification prior to release of information. Understands and adheres to all guidelines on release of information outlined by departmental policies and procedures and electronic Release of Information Manual. (HIPAA and HIM)

18. Uses desktop faxing to send requested copies of medical records to physicians/offices or other health care providers upon request.

19. Demonstrates knowledge of various departmental jobs and office equipment (i.e., microfilm reader, printer, copier/fax machine, computer applications; maintains ability to assist in other positions).

20. Performs the following scanning operations. (Batch Prep, Acquisition, Indexing, QA, etc.)

21. Maintains patient confidentiality at all times.

22. Processes and prints PCS in accordance to the policy and procedure. Reports any issues to the HIM manager immediately.

23. Offers the patient portal to customers when appropriate, completes required paperwork appropriately, enters patients into the patient portal, and saves portal proxies to the P: drive.

24. Performs other duties as required or assigned by the HIM manager.

General Requirements

The following requirements are expected of all employees:Core Values: Integrity, Compassion, Excellence, Service Annual Health Screening with Infection Control and Blood Borne Pathogens EducationSafety Awareness: Hospital Fire, Safety, and Disaster ProceduresConfidentiality: Maintains Employee and Patient ConfidentialityAttendance: Regular attendance is an essential function of the positionLeadership Standards:Character: Attitude, Integrity, Role ModelingJob Performance: Results Orientation, Customer Focus, Decision Making, AwarenessInterpersonal Skills: Communication, Relationship-building, Team Player, CelebrationInnovation: Breakthrough Thinking, Knowledge-Building/Sharing, Coaching/Empowering, System Vision & Management

Physical and Mental Requirements: Classified as medium work by the Dictionary of Occupational Titles; may exert 20 to 50 pounds of force occasionally, and/or 10 to 20 pounds of force frequently, and/or greater than negligible (up to 10 pounds) force constantly in order to move objects. Ability to travel stairs up to 30 times per shift. • Stands frequently on carpet, tile or linoleum during a normal shift.• Walks throughout the department and hospital.• Sits occasionally on a hard or cushioned chair.• Lifts and carries up to 30 pounds occasionally to and from all levels.• Carries up to 15 pounds frequently.• Pushes/pulls up to 30 to 40 pounds on an occasional basis.• Frequently bends, squats, and kneels from an upright position to lower levels.• Frequently twists from the upper torso.• Reaches to heights of up to two feet overhead frequently.• Manual dexterity and digital sensitivity adequate for utilizing a variety of equipment.• Ability to move rapidly in response to unpredictable emergencies that could happen one or more times per shift.• Near visual acuity necessary deciphering fine print; must be able to work in confined, dimly lit area.• Auditory acuity with ability to hear phone conversation, overhead pages, alarms, and normal voice tones when not facing the individual.• Good hand/eye coordination.Mental Demands Ability to communicate in both written and verbal form in order to take notes/minutes of meetings, take dictation, and relate to staff and others; ability to speak, read, and write the English language; ability to efficiently and effectively handle multiple demands simultaneously as a result of working under the pressure of deadlines.

Working Environment: Work is performed in a clean, well-ventilated, indoor environment. May require sitting or standing for uninterrupted periods of time.

Reporting Structure: Formal Reporting and Chain of Command: Reports to HIM Manager. In his or her absence, reports to the Director of Health Information Management.

Informal Reporting and Relationships: Establishes and maintains positive working relationships with co-workers, medical staff and the