Job Description Regions Hospital Job Title: HIM Associate Job Code: 2001741 Leader Title Level: HIM Supervisor Location: Regions Department: Health Information Management (HIM) Final Approval (Dir. or VP Level) HIM Director Date Approved: August 2022 Date Revised: December 2022 POSITION SUMMARY STATEMENT: This position performs a wide variety of computer and paper-based tasks while supporting and collaborating with clinical operations and information technology to ensure the accessibility and integrity of patient information is maintained for the continuum of care. The Health Information Management Associate is expected to meet minimum productivity and quality expectations. Team members will be cross trained in all areas of Health Information Management including document imaging, chart room, chart analysis, forms on demand, birth registry, and continuity of care including retrieving discharges, document preparation for scanning, indexing, chart retrieval and file back, chart sign in, general chart maintenance, release of information for emergent continuity of care, and Care Everywhere assistance. This role is expected to maintain presence during normal business hours and participate as needed in on call rotation of evenings/nights/weekends. Other duties as assigned. MINIMUM QUALIFICATIONS: Education, Experience or Equivalent Combination: One (1) year basic clerical or customer service experience Licensure/ Registration/ Certification: None Knowledge, Skills, and Abilities: Knowledge of Microsoft Office and Outlook Knowledge of modern office procedures, practices and equipment Competent in spelling and math Solid verbal and written communication skills Ability to provide customer service and establish and maintain effective working relationships with internal and external customers Ability to handle confidential information with professionalism and integrity Ability to multi-task and problem solve Ability to work quickly and accurately with minimum supervision Ability to adapt to changes in workflows and processes Ability to work independently and as a team member Excellent hand/eye coordination Attention to detail PREFERRED QUALIFICATIONS: Education, Experience or Equivalent Combination: Enrollment in an associate or bachelor's degree program in Health Information Management or related field. One (1) year of experience in Health Information Management may substitute for enrollment in RHIT program. Licensure/ Registration/ Certification: RHIT (Registered Health Information Technician) or RHIA (Registered Health Information Administrator) credentialed Knowledge, Skills, and Abilities: Knowledge of Epic and OnBase Understanding of medical terminology Working knowledge of electronic health records and healthcare computer applications Knowledge of health information management operations and procedures Competent in data collection and record keeping Ability to provide exceptional customer service and establish and maintain effective working relationships with internal and external customers Ability to work in multiple software applications simultaneously with dual monitors Ability to interpret and apply regulatory principles Ability to perform electronic searches and entries rapidly and with accuracy Essential Duties: % Of Time (minimum 5% increments) 1. Performs duties related to document imaging 35% Document Prepping Retrieve document from unit file folder Confirm patient name and medical record number on every page in patient's medical record Ensure all pages are in the same proper orientation. Separate the barcoded and non- barcoded documents Ensure all pages are in the same proper orientation. Separate the barcoded and non- barcoded documents Sort paperwork by appropriate document types Document scanning Operate high-speed imaging scanners to meet quality assurance standards Scan documents into imaging system Assess image for quality and legibility Submit documents to queue for indexing Keep accurate log of daily production olumes c) Document indexing Monitor and prioritize the assigned indexing queues Analyze documents and apply correct document type Index the document appropriately using all defined data elements Submit documents for indexing into patient record d)Document Quality Periodically perform a comprehensive chart review to ensure accuracy of patient identifiers and date of service Properly locate documents in Epic according to the document type and Epic filing conventions Confirm documents are classified correctly according to document imaging forms table 2. Performs duties related to chart analysis and chart completion 25% Analyze charts for completion in accordance with Medical Staff bylaws and rules and regulation Follow up with Physicians, support staff and others in the organization to ensure charts are meeting completion standards Assist medical staff in chart completion when necessary 3. Release of information for continuity of care requests 20% Answer telephone calls from external facilities and patients Provide guidance and information regarding release process Assess request to ensure compliance with state and federal regulations Maintain confidentiality process at all times Analyze provide requests for continuity of care Process requests via fax or mail for continuity of care for completeness Adhere to applicable organizational, HIPPA, state and federal privacy regulations Use the Epic Release Module to record processed requests and provide assistance to Care Everywhere callers Log ROI requests when needed Performs duties related to chart retrieval After hours pager duty 4. Assists Birth Registrar as needed 5% Assists birth registrar with inputting data from Minnesota Registration and Certification website from Minnesota Department of Health (MDH) website Knowledge of MDH and Birth Registry guidelines Able to abstract data from Epic electronic medical record Knowledge of medical terminology 5. Performs duties related to fax queues 5% Monitor the fax queue to ensure documents are being sent successfully Review failed faxes and refax or reroute to appropriate fax number if needed 6. Administrative duties 10% Responds to, prioritizes and coordinates supplying vital patient information for patients, research, legal, billing and other areas as needed. Adheres to and enforces compliance to regulatory agencies such as medical staff bylaws, rules and regulations, Joint Commission, etc. Ensures appropriate management of confidential information Uses expert knowledge to analyze, modify and perform routing audits of patient records including computerized and paper databases to ensure data integrity, correct chart location and content Participates in process improvement initiatives Collects measurements, analyzes data, and takes action to improve measures against goals Other duties as assigned *Job description rankings/percentages are intended to reflect normal averages over an extended period and are subject to daily variances. Quality and efficiency standards should at no time be compromised to meet the average expectations expressed above. Job descriptions are subject to change to accommodate organization or department needs. ORGANIZATIONAL EXPECTATIONS: Values All colleagues are expected to live our values: Excellence: We strive for the best results and always... For full info follow application link. We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.