Diagnostic Imaging Records Specialist

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Under the supervision of the Radiology Director, Imaging Informatics, the DI Records Specialist is responsible for the storage, retrieval, tracking and disposal of paper, electronic and film imaging records.

This position utilizes the hospital and radiology information systems to enter and/or retrieve information regarding patient and/or imaging records. Accesses hospital information system to enter patient information and retrieve medical record numbers. Prepares imaging for interpretation by providing the prior patient information and comparison imaging when available and documenting date and study type. Enters referred imaging orders into the radiology information system.

Communicates with internal and external customers regarding information required for imaging studies. Communicates with outside facilities to retrieve patient information regarding referred imaging studies. Maintains and imports outside radiology patient reports on a daily basis. Contacts outside facilities to verify imaging information and facilitate electronic image transfer.

Job Responsibilities:

• Utilizes the hospital and radiology information systems to enter and/or retrieve information regarding patient and/or imaging records. Accesses hospital information system to enter patient information and retrieve medical record numbers. Prepares films for interpretation by providing the prior folder and similar study when available and documenting date and study type on the folder. Enters referred imaging orders into the radiology information system. Retrieves and files folders in designated areas after the study is complete. Processes referred images by digitizing films, loading digital images, verifying and/or correcting patient demographics, and transferring. Utilizes the Radiology Information System to order studies on referred films. Assists the DI Systems Coordinator with various requested reports from the radiology information system. Purges files without activity in the last five years and transfers to Historical Film File Library. Retrieves films from Historical Film File Library on a daily basis. Copies and/or digitizes films as needed. Routes electronic images in the PACS to various locations throughout the facility as requested.

• Files, retrieves and transfers electronic, paper and film records relating to imaging studies. Retrieves and separates by area all patients folders scheduled for a given study on a daily basis. Retrieves and transfers prior imaging studies to clinical review workstations for reading. Coordinates imaging studies for clinical and research conferences throughout the facility. Documents the study on the folder and provides comparisons when possible. Provides operating rooms with all requested films and chest reports or impressions of patients scheduled for surgery. Retrieves images from outside facilities. Files film and/or patient records in film file library. Provides all clinics and conferences with all requested films and/or images in a timely manner. Purges records as required. Updates tracking information for patient records.

• Communicates with internal and external customers regarding information required for imaging studies. Communicates with outside facilities to retrieve patient information regarding referred imaging studies. Files radiology patient reports on a daily basis. Contacts outside facilities to verify imaging information and facilitate electronic image transfer. Participates in the yearly purge of radiology folders. Provides separate specialty jackets for easy identification of studies contained inside the folder. Executes the copying and/or digitizing of films for physicians' researchers patients and teaching files.

• Maintains clerical records and performs audit functions relating to imaging studies. Processes referred imaging requisitions. Runs various reports needed for verification of charges. Maintains log of imaging records transferred to/from outside facilities. Verifies billing report by checking the Radiology Information System for completed reports. Investigates incomplete reports and initiates action to ensure completion in order that the appropriate professional charges may be processed. Tracks clinical imaging required for conferences throughout facility and insures images are available as required. Documents the dictating physician on the Professional Fee Report and returns the report to the Patient Billing Services for billing. Performs dictation audit and re-submits incomplete studies to radiologists. Performs daily audit to ensure all referred imaging studies are completed. Assists DI Systems Coordinator with various requested reports from the radiology information system.

• Prepares images for clinical and research projects. Accesses and sorts records as requested. Assists in orienting and training new personnel where applicable. Adheres to hospital and departmental policies concerning confidentiality and release of information. Anonymizes patient imaging records in preparation for transfer to other facilities or participation in blind research initiatives. Transfers images to requested media and/or presentation software.

• Maintains equipment, room and supplies in assigned area. Keeps the work area clean and in orderly condition. Performs routine inventory of supplies and replaces as necessary. Maintains clean work area and equipment. Reports to supervisor all discrepancies in the work environment. Notifies proper personnel in case of equipment malfunction.

• Maintains confidentiality of information. Maintains confidentiality of all department files in accordance with established procedures. Performs all work assignments in an accurate manner with minimal errors. Completes work assignments within a reasonable time frame. Ensures the security of all department files in accordance with established procedures. Maintains a high degree of accuracy when writing patient s examinations and x-ray number on folders entering patient demographics in the PACS database and when digitizing films.

• Demonstrates commitment to professional growth and competence.

• Demonstrates knowledge of institutional and departmental policies and procedures. Demonstrates knowledge of institutional regulations regarding patient care fire and safety infection control disaster plans and emergency codes and procedures according to departmental procedure. Assists in quality assurance programs as requested to enhance job knowledge and understanding. Assists in quality assurance programs as requested. Attends mandatory and elective continuing education and in-services. Attends mandatory continuing education and inservices. Participates in own performance appraisal by identifying individual goals and reviewing progress with supervisor.

• Performs other related duties as assigned in order to meet the goals and objectives of the department and the institution.

• Maintains regular and predictable attendance.

Minimum Education and/or Training:

• High School diploma or GED required.

Minimum Experience:

• Three (3) years of administrative support experience involving electronic data entry, records management and word processing and spreadsheet computer software applications.
• Knowledge of medical terminology preferred.
• Experience within a radiology department is preferred.

Licensure, Registration and/or Certification Required by Law:

• None

Licensure, Registration and/or Certification Required by SJCRH Only:

• None

Compensation

In recognition of certain U.S. state and municipal pay transparency laws, St. Jude is including a reasonable estimate of the compensation range for this role. This is an estimate offered in good faith and a specific salary offer takes into account factors that are considered in making compensation decisions including but not limited to skill sets, experience and training, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the salary range and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current salary range is $20.00 - $34.00 per hour for the role of Diagnostic Imaging Records Specialist.

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