Document Scanning Specialist

Document Scanning Specialist

Location: 7000 Calmont Ave, Fort Worth Pay: 24-25/HR on W2

Job Summary: The Document Scanning Specialist plays a crucial role in the accurate and efficient management of healthcare documentation within the revenue cycle operations for the hospital and professional billing. This position requires meticulous attention to detail, strong organization skills, and the ability to work effectively in a fast, paced environment to ensure the timely processing and handling of important financial and clinical documents. The Cook Children's Cash Management, Customer Service, Document Control, Financial Counseling, and Revenue Cycle Analytics/Integrity departments function as a part of a Single Billing Office (SBO) that supports all of Cook Children's Health Care System. The ultimate goal of the SBO is to integrate customer service and self-pay collection activities across Cook Children's Medical Center and Cook Children's Physician Network, providing a single point of contact, a single patient billing statement and increased transparency to guarantors thereby improving the patient collection process and patient experience.

Job Responsibilities:

• Utilize the document scanning equipment and software to digitize a variety of financial and clinical documents, ensuring accurate indexing and categorization for easy retrieval and reference.
• Receives paper correspondence by mail, fax or e-mail to be scanned into patient health and billing system.
• Prepares documents for scanning by removing staples and taping any tears.
• Identifies the correct patient, correct medical record number, account, and date of service for each document.
• Scans into a specific Patient/Encounter level, selects Document Type, and adds Document Description using the Scanned Document Index.
• Input key data elements from scanned documents into electronic systems or databases with precision and efficiency, maintaining data integrity and consistency throughout the process.
• Determines if document will be scanned and indexed into an existing or new encounter/account.
• Identifies correct patient encounter/account to scan document.
• Requests assistance from Revenue Cycle Leadership Team with new documents identified and questions regarding scanning and indexing.
• Conduct thorough quality checks on scanned documents to verify readability, completeness, and accuracy, flagging any discrepancies or errors for resolution before finalizing digitization.
• Cleans and maintains scanning equipment as instructed per vendor equipment policy.
• Protects PHI by discarding paper documents in designated shredder bins based on HIPAA policies and procedures.
• Work closely with revenue cycle managers, billing coordinators, and other team members to support document scanning needs and streamline document management processes across departments.
• Respond to requests for document retrieval and provide necessary documentation to internal stakeholders, such as billing specialists, coders, and auditors, in a timely manner.
• Consistently meet the current productivity standards in accurately scanning and indexing patient financial and clinical records.
• Provide individual contribution to the overall team effort of achieving the department AR goal.
• Enter appropriate documentation of all account activity in the patient health and billing system.
• Assist in developing and implementing process improvements in document management. Monitor and report on document management workflows and processes.
• Responsible for personal conduct which maintains adherence to the Cook Children's Compliance Program, promotes organizational effectiveness and maintains a high-quality work environment.
• Reports to work on time and completes scheduled shifts during assigned work hours.

Skill: Required Skills & Experience:

• Three (3) years of progressive experience working with patient health and/or financial records in a healthcare related setting.
• Understanding medical terminology, hospital-based medical billing practices and billing reimbursement.
• A strong customer service background and knowledge of insurance policies required.
• Must demonstrate flexibility to adapt to changes in procedures and job assignments.
• Basic knowledge of Epic Systems and/or OnBase.
• Excellent human relations skills.
• Strong analytical skills and attention to detail.
• Excellent communication and interpersonal skills.
• Computer Skills: Strong keyboarding skills and working knowledge in use of all Microsoft Office applications, specifically Word and Excel proficiency. Internet proficiency and knowledge of email management tools are essential.
• Detail oriented, good organizational skills and ability to be self-directed.
• Understanding of insurance payment posting, contractual adjustments, and denials.
• Familiarity with Medicare, Medicaid, and commercial insurance billing regulations.
• Work situations require strong analytical skills, fact-finding, and problem solving.
• Ability work effectively in a fast-paced and team-oriented environment.
• Requires use of independent judgement and decision-making.
• Document Management: Proficiency in scanning, organizing and maintaining electronic copies of financial and clinical documents in compliance with healthcare regulations.
• Technical Skills: Ability to operate document scanning equipment, software, and systems effectively to ensure accurate digitization and storage of patient records.
• Attention to Detail: Strong focus on accuracy and thoroughness in scanning documents to prevent errors and ensure the integrity of the patient financial record.
• HIPAA Compliance: Knowledge of healthcare privacy laws and regulations, specifically HIPAA, to maintain patient confidentiality and protect sensitive information during the scanning process.
• Ability to categorize and store scanned documents systematically for easy retrieval and efficient record-keeping.
• Capacity to prioritize scanning tasks, manage workload effectively, and meet deadline in a fast-paced healthcare environment.
• Commitment to conducting quality checks on scanned documents to identify and resolve any issues or discrepancies promptly.
• Collaboration with other healthcare professionals, such as medical records staff and IT personnel, to ensure seamless integration of scanned documents into the patient health and billing system.
• Ability to troubleshoot common technical issues related to document scanning equipment and software to minimize disruptions in the scanning process.
• Readiness to learn new scanning technologies and software updates to enhance efficiency and keep pace with evolving document management practices in healthcare.

Required Education: High school diploma or equivalent.

Preferred Education: Associates Degree with three (3) years of progressive experience working with patient health and/or financial records in a healthcare related setting.