Prep Scan Index

DEPARTMENT: HEALTH INFORMATION MANAGEMENT

FACILITY: Tift Regional Medical Center

WORK TYPE: Full Time


SHIFT: Daytime

SUMMARY:


Under the supervision of the Manager of Health Information Management, the Preparation, Scanning, and Indexing Clerk is responsible for receiving, preparing, scanning, indexing, and maintaining paper and electronic documents, including medical records, contracts, and incoming mail. This position ensures all records are accurately processed and released into the appropriate electronic systems (HPF, MHC, or other document management systems) in a timely manner while maintaining confidentiality and compliance with organizational, regulatory, and HIPAA requirements. The role supports Health Information Management, and other hospital departments by ensuring documentation is properly handled, accessible, and securely maintained.

RESPONSIBILITIES:

* Keeps abreast of pertinent federal, and state regulations and laws and Tift Regional Health System, Inc. ("TRHS") policies as they presently exist and as they change or are modified.
* Understands and adheres to: TRHS' compliance standards as they appear in TRHS's Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy; and HIPAA and TRHS policies regarding privacy and security of protected health information.
* Demonstrates the ability to perform tasks that meet the age-specific requirements of the persons, patients, vendors, and staff that the employee is charged to interact with as required by the position.
* Offers suggestions on ways to improve operations of department and reduce costs.
* Attends all mandatory education programs.
* Improves self-knowledge through voluntarily attending continuing education/certification classes.
* Maintains required competency levels as identified in written exams, skills checklists, skills labs, annual safety and health requirements as well as service excellence education hours requirements.
* Cross-trains in order to better assist co-workers and to provide maximum efficiency in the department.
* Volunteers/participates on hospital committees, functions, and department projects.
* Manages resources effectively.
* Reports equipment in need of repair in order to extend life of equipment and removes malfunctioning equipment out of service with timely reporting to the appropriate personnel.
* Makes good use of time so as to not create needless overtime.
* Delivers and retrieves incoming and outgoing mail daily at assigned times and distributes it to the appropriate departments or designated mailboxes.
* Opens and date-stamps all incoming mail to ensure proper tracking and timely processing.
* Sorts, organizes, and prepares documents, medical records, and mail for scanning by removing staples, repairing pages, and ensuring proper document order.
* Retrieves discharged patient records from nursing units or designated areas and prepares them for scanning and electronic record retention.
* Scans medical records, contracts, and other organizational records into the appropriate electronic document management systems, including HPF and MHC.
* Indexes scanned documents accurately to the correct patient record, account, department, end user, or electronic folder.
* Verifies image quality, completeness, and accuracy of scanned documents and rescans when necessary.
* Releases scanned and indexed documents into the permanent electronic record system in accordance with departmental procedures.
* Assists with verifying and updating approval mappings and workflow routing within the MHC system to ensure documents are directed appropriately.
* Maintains Health Information Management, and contract records to ensure accurate recordkeeping, security, and confidentiality
* Assists leadership with document preparation, scanning, indexing, and record maintenance as assigned.
* Track and maintain records to ensure all documents are processed within required timeframes and organizational standards.
* Maintains confidentiality of patient and organizational information in accordance with HIPAA and corporate compliance policies.
* Accommodates hospital personnel, physicians, advanced practice providers, patients, visitors, family members, and contract personnel to support operational needs.
* Adheres to all safety policies, procedures, and mandatory education and training requirements.
* Cross Trains in other areas of the Health Information Management department to support departmental workflow and coverage.
* Demonstrates accountability and accuracy in completing assigned duties within established productivity and quality standards.
* Performs other related duties as assigned

EDUCATION:

* High School Diploma or Equivalent


OTHER INFORMATION:

Prior accounting experience, preferred.


Southwell/Tift Regional Health System, Inc. is an Equal Opportunity Employer.