Purpose:

Perform the duties related, but not limited to, the retrieval, distribution and filing of medical record information needed for patient care, finance, research, legal and filing/scanning purposes. Perform regular maintenance of medical record files (paper or electronic) including: purging/pulling inactive medical records according to retention policy, shifting of permanent files as necessary to allow for an efficient and accurate filing system, repair of medical records, and utilization of imaging system.

Responsibilities:

• Accurately assemble the legal health record upon request in accordance for regulatory reviews and court appearances.

• Retrieve medical records, microfilm and/or electronic records as needed for requestors by utilizing appropriate electronic systems, such as, electronic chart tracking, MPAC or other hospital information system, MARS, Cerner, LanVision, EPIC or any other electronic health information repository or HIM specific application. Provide information in a timely manner to meet needs of requesting area.

• Utilize the hospital information system Master Patient Index (MPI) to confirm patient data assuring accuracy of patient data, including accuracy of patient name, medical record number, name and visit dates and make corrections (both electronic and paper) as deemed necessary and according to procedure.

• Answer telephone promptly and courteously. Handle inquiries appropriately.

• Establish and maintain good rapport and cooperative relationships with medical staff, clinicians, co-workers, supervisors and other UPMCHS employees.

• Prepare records and loose sheet documentation for scanning, indexing, microfilming or filing as appropriate. Perform quantity and quality checks on records prior to and after scanning, filming and/or filing. Verify the quality of images as readable by comparing the document on the computer terminal or film to the original to ensure accurate scanning.

• Maintain assigned area of filing system in a neat and accurate order, making use of the color-coding system to spot miss-files, or other defined procedures to correct miss-filed charts.

• Accurately account for all records leaving or returning to the HIM Department by entering the appropriate locations into the electronic chart tracking system and placing medical records or information returned to the HIM Department in appropriate locations.

• Interact with UPMC researchers and ensure UPMC procedures regarding release of PHI for research purposes are followed.

• High School diploma or equivalent is required.

• Computer/keyboarding skills and working knowledge of office equipment operations required.

• Ability to accurately relay information and communicate, both verbally and in writing, in a tactful and courteous manner with peers, department management, physicians and other healthcare professionals required.

• 1 year previous medical record department related experience preferred.

• Prior medical terminology education and previous exposure to terminal digit filing preferred.

• General knowledge of Pennsylvania and federal HIPAA regulations regarding proper release of information procedures preferred.

• Prior exposure to document imaging systems and other healthcare computer applications preferred. Licensure, Certifications, and Clearances:

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran