HIM Specialist

Job Summary

Receives, organizes, scans, and files, medical records while supporting general office operations. Responsible for completing a five step component when batch scanning, which entails, receiving, prepping, scanning, quality check, and validation of paper records into the Electronic Health Record (EHR) while maintaining quality of work and productivity standards. Assists and provides accurate information to clinicians, patients, and others while adhering to health care and legal requirements. Responsible for release of protected health information (PHI) to patients, health care providers and facilities for continuity of care and for TPO purpose within CNE, in accordance with established hospital policies, state and federal regulations, and HIPAA guidelines. Provides support to comply with Meaningful Use requirements. Provide phone coverage and customer assistance for the department’s front desk.

Duties & Responsibilities

• Retrieves electronic records and creates patient lists in the EHR for external audits and outside facilities. Copies and prints medical records for patient transfers to outside facilities.
• Scans all encounter types and documents into the electronic health record (EHR) for which the HIM Department is responsible.
• Receives hospital medical records for scanning into the EHR and locates any missing records. Prepares records for analysts by accurately and timely prepping, scanning, quality checking, validating medical records in the EHR, and providing face sheets with required scanned records.
• Performs final quality checks of scanned medical records in accordance with the organization's record retention and destruction policies.
• Locates patient records and documents from various storage media and offsite storage facilities, and provides requested information within established turnaround times according to departmental policies and procedures.
• Provides customer service to medical staff, hospital personnel, and funeral homes.
• Maintains the death certificate state module and records death certificates to facilitate the release of deceased patients to funeral homes in accordance with hospital policies and procedures.
• Releases documentation and required paperwork to Medical Examiners for cases under their jurisdiction.
• Ensures the accuracy and quality of all scanned documents within the EHR.
• Supports the release of Transition of Care Reports to next-level providers for discharged patients to ensure compliance with Meaningful Use requirements.
• Supports the release of carbon copies of documents and reports to Primary Care Physicians (PCPs).
• Transports physical medical records throughout the organization in compliance with Care New England privacy policies.
• Preserves and protects patient confidentiality at all times.
• Performs other related duties as assigned.

Requirements

• High School Diploma/GED required. Associates degree preferred with appropriate clerical skills or a minimum of 2 years previous related healthcare office experience
• Minimum 6 Months to 1 Year
• Knowledge of medical terminology and computer skills required.
• Knowledge/experience in using scanners, copiers, printers, faxes and multi-level phone systems preferred.
• Ability to work independently without constant supervision.
• Must have excellent interpersonal and communication skills and be proficient in the English language.

About Us

Care New England Health System (CNE) and its member institutions, Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, is a trusted, integrated health care organization that fuels the latest advances in medical research, attracts the nation’s top specialty-trained doctors, hones renowned services and innovative programs, and engages in the important discussions people need to have about their health and end-of-life wishes. Care New England is helping to transform the future of health care, providing a leading voice in the ongoing effort to ensure the health of the individuals and communities we serve.

EEO Statements

Americans with Disability Act Statement : External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.

EEOC Statement : Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

Ethics Statement : Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.

• Retrieves electronic records and creates patient lists in the EHR for external audits and outside facilities. Copies and prints medical records for patient transfers to outside facilities.
• Scans all encounter types and documents into the electronic health record (EHR) for which the HIM Department is responsible.
• Receives hospital medical records for scanning into the EHR and locates any missing records. Prepares records for analysts by accurately and timely prepping, scanning, quality checking, validating medical records in the EHR, and providing face sheets with required scanned records.
• Performs final quality checks of scanned medical records in accordance with the organization's record retention and destruction policies.
• Locates patient records and documents from various storage media and offsite storage facilities, and provides requested information within established turnaround times according to departmental policies and procedures.
• Provides customer service to medical staff, hospital personnel, and funeral homes.
• Maintains the death certificate state module and records death certificates to facilitate the release of deceased patients to funeral homes in accordance with hospital policies and procedures.
• Releases documentation and required paperwork to Medical Examiners for cases under their jurisdiction.
• Ensures the accuracy and quality of all scanned documents within the EHR.
• Supports the release of Transition of Care Reports to next-level providers for discharged patients to ensure compliance with Meaningful Use requirements.
• Supports the release of carbon copies of documents and reports to Primary Care Physicians (PCPs).
• Transports physical medical records throughout the organization in compliance with Care New England privacy policies.
• Preserves and protects patient confidentiality at all times.
• Performs other related duties as assigned.
• High School Diploma/GED required. Associates degree preferred with appropriate clerical skills or a minimum of 2 years previous related healthcare office experience
• Minimum 6 Months to 1 Year
• Knowledge of medical terminology and computer skills required.
• Knowledge/experience in using scanners, copiers, printers, faxes and multi-level phone systems preferred.
• Ability to work independently without constant supervision.
• Must have excellent interpersonal and communication skills and be proficient in the English language.