Birth Registrar - Health Information Management Coordinator (24 hrs/week)

Schedule

This is a 24 hrs/week position, with a rotation of 3 x 8 hour shifts. Typically Monday - Friday, but weekend shifts can appear if needed.

Job Profile Summary

This role focuses on activities related to revenue cycle operations such as billing, collections, and payment processing. In addition, this role focuses on performing the following Health Information Management duties: Responsible for the accuracy, maintenance, security, and confidentiality of patient's health information. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education. Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation.

Job Overview

This position is responsible for the smooth operation of the medical records department. Assists and mentors co-workers when needed. May be responsible for supervising the EMR/Transcription clerks; handles the day-to-day work flow, ensuring timely and accurate dissemination of dictated information and tracking completion of Operative Reports into the system. It is the departmental liaison with house staff for the full completion of their undictated records and all aspects of that function.

Job Description

Minimum Qualifications:

1. High school diploma or equivalent.

2. Two (2) years of experience with medical records, EMR, and scanning solution.

Preferred Qualifications:

1. Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT).

2. Transcription experience.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. Retrieves records of newly discharged patients from various hospital departments. Reconciles that all have been received. Matches up with existing charts, makes new charts or assigns for scanning. Signs out charts as appropriate and follows up on any missing records.

2. Analyzes and processes daily inpatient and outpatient medical records in accordance with established departmental policies and procedures. Ensures that patient identification is present and correct on all discharge paperwork. Enters any deficiencies into the incomplete record module for follow up. Enters patient safety reports when warranted on non-compliant documentation.

3. Pulls incomplete records for physicians, updates completed records in the incomplete record module, signs in or out as needed and files completed medical records.

4. Retrieves records for patient care, hospital reviews, authorized third party reviewers and any other requestors as needed. Signs out appropriately. Returns in Meditech and files records back when finished.

5. Assists transcription coordinator in tracking incorrectly transcribed reports and reports any printing problems or corrections to Transcription or IS Department if unable to resolve. Review/resolve all transcribed reports that do not distribute properly.

6. Generates PIN numbers to access the hospital patient portal for inpatients. Visits patient rooms to provide portal information and assist them in signing up if desired.

7. Scans various patient records. Confirms all records scan properly to the appropriate patient's chart. Troubleshoots reports that do not cross into Meditech and alerts supervisor or IS if necessary. Understands how to monitor and correct reports in the fail queues and how to edit or add pages to an already scanned document.

8. Performs an interim check of incomplete records and updates the ICR system and suspension spreadsheets. Responsible for the physician Suspension List process by ensuring that the information which they have indicated in the record as incomplete is accurate. Contacts physician's office to alert the need for documentation or of pending suspension.

9. Performs various monthly audits as needed.

10. Reviews Health Care Proxies and MOLST forms for completeness. Scans into Meditech, replacing any older versions when needed. Returns incomplete documents to patients or case management for review when needed.

11. Assists with preparing records for external audits.

12. Merges medical records as needed within Meditech and other software when required.

13. Assists customers entering the medical record department. Answer telephones, assists callers or relays message to the appropriate person.

14. Uses outlook email and calendar regularly responding to all emails quickly and appropriately. Uses out of office message when on vacation. Manages email using folders in outlook.

15. Maintains confidentiality of patient information.

Physical Requirements:

1. Professional office environment with typical office requirements such as computers, phones, photocopiers, filing cabinets, etc.

2. This is largely a sedentary role, which involves sitting most of the time, but may involve movements such as walking, standing, reaching, ascending / descending stairs and operate office equipment.

3. Frequently required to speak, hear, communicate and exchange information.

4. Able to see and read computers displays, read fine print, and/or normal type size print and distinguish letters, numbers and symbols.

5. Occasionally lift and/or move up to 25 pounds.

Skills & Abilities:

1. Computer literacy required including familiarity with word processing programs and electronic spreadsheets and facility in learning new applications.

2. Strong customer service skills including excellent interpersonal and telephone skills.

3. High degree of tact is necessary due to frequent interaction with patients, physicians, and insurance companies.

4. Ability to perform accurate data entry.

5. Excellent organizational skills required with attention to detail. Ability to prioritize work and be flexible with work assignments.