Medical Record Indexing Specialist - Spokane, WA

Job Title: Medical Record Indexing Specialist


Specialty: Health Information Management (HIM) / Medical Record Indexing


Site: Mann-Grandstaff VA Medical Center (MGVAMC)


Location: Remote / Off-site (VA-approved VPN using Government-Furnished Equipment)


Duration: 6-month base period with one-month option periods (exercised based on government need)


Shift Schedule:

• Flexible hours - contract staff may work any hours within operational parameters established by the COR
• Based on standard 40-hour work week

How Many Shifts Needed Per Month: TBD (based on backlog volume; ~19,000 pages initial backlog)


Certifications:

• Cerner/Oracle Rev Cycle Training - required prior to system access
• Cerner/Oracle PowerChart Training - required prior to system access
• VA Cybersecurity Awareness & Rules of Behavior Training - required annually
• VA Privacy Training - required annually
• Background check and AIS Security Statement - required prior to start

Education: No specific degree requirement listed; knowledge and understanding of medical clinics and clinical documentation required


Experience Needed: Prior experience with Cerner/Oracle or comparable EHR document management systems preferred; minimum 2 years of data entry or health information management experience preferred


Special Skills Needed:

• Ability to locate and verify Financial Identification Numbers (FINs) and accurately link documents to the correct veteran record in Cerner/Oracle
• Ability to index documents within the correct section, note title, date of service, and visit location of the health record
• Data entry skills with high attention to detail and accuracy
• Knowledge of Microsoft Office (Word and Excel)
• Ability to verify uploaded images are correct and legible
• Knowledge of medical clinics and clinical documentation
• Familiarity with VA information security standards and HIPAA compliance

Responsibilities:

• Accurately attach and index scanned or electronic documents to the correct veteran health records in Cerner/Oracle/Oracle Document Management system
• Locate and verify the Financial Identification Number (FIN) for each veteran record prior to indexing any document
• Identify and select the correct section, note title, date of service, and visit location within the veteran's health record for each document
• Index a minimum of 8 documents per hour (blended rate across all document types)
• Perform 100% self-QA of own indexes to ensure correct patient, FIN, note title, date, and visit location are selected
• Document and immediately report any FIN discrepancies or unresolvable mismatches to the HIMS Supervisor or COR designee
• Report all findings of incorrect indexing regardless of error ownership to the HIMS Supervisor immediately upon discovery
• Annotate indexed images to identify they have been indexed (e.g., stamp on indexed document)
• Delete all documents within W drive folders after quality assurance review is completed
• Comply with VA national policy, Mann-Grandstaff local policy, and HIMS Standard Operating Procedures including VHA Handbook 1907.01
• Maintain confidentiality of all patient information per the Federal Privacy Act of 1974 and HIPAA

Complete all required VA training and sign Rules of Behavior prior to and annually during contract performance