Job Summary:

Reporting to the EHR Operations Manager, the EHR Specialist II files, retrieves, preps, scans and indexes medical records accurately and in a timely manner into the OnBase electronic document management system to support patient care and legal/audit processes. With attention to detail, examines pages, verifies patient identification and bar codes on each page, appropriately batches documents, accurately scans and indexes.

Job Functions:

- Performs duties related to the receipt, prepping, scanning, indexing and destruction of health information per Emerson Hospital policy.
-Retrieves 100% of discharged encounters and previous records, when applicable, from patient units/clinics for discharge processing. Follows up on all discharged encounters not received and informs manager each day of any charts not retrieved.
-Per hospital policy and based on priority, assembles and analyzes encounters according to hospital policies and regulations. Sorts and integrates all loose and typed material to appropriate charts.
-Assigns deficiencies to the appropriate clinician and enters the data into the Meditech Incomplete Record Routine with 98% accuracy.
-Preps applicable charts for scanning to include:
-Checking every page in the medical record for misfiles accuracy of patient name, appropriate bar codes, account number and document type.
-Inspects pages for torn edges, removes staples, fan-folded sheets are perforated and pages numbered.
-Mounts sheets less than 8.5 x 11 inches and tapes down on a full size sheet. Tapes down the top of each rhythm strip or other mounted documents. Photocopies any card stock or manila documents prior to scanning.
-Arranges documentation in chronological date order, keeping like document types together. Ensures all pages are in the same proper orientation.
-Photocopies any documents that will likely result in poor image quality once scanned, adjusting the copy contrast.
-Scanned documents are verified for quality, accuracy and missed pages, prior to accepting batches.
-Poor quality images identified are rescanned or photocopied for improved image quality.
-Monitor indexing queue for unassigned images
-Identified errors on the documents are deleted from the batch and rescanned. The errors are documented on the batch cover sheet and re-routed to the Prepper for review, correction and rescanning.
-Checks that documents are filed within Meditech accurately.
-Ensures that all patient information is of the same patient, of the same account number.
-Reviews document for good quality images, accuracy of patient name, appropriate bar codes, account number and document type.
-Corrects any incorrect document types.
-Corrects wrong patient documents scanned within the record and rescans the document into the correct patient medical record and visit date.
-Makes recommendations for process improvement.
-Maintains a 1-3 day Turn-Around-Time (TAT)
-Responds appropriately for urgent requests for patient information outside of Emerson as needed.
-Sorts/files loose work accurately on a daily basis.
-Files and retrieves medical records as required.
-Retrieves, signs out, and delivers hybrid medical records as requested for patient care.
-Offsite record returns logged in upon receipt.
-Use Onbase applications and Meditech systems proficiently to perform job functions.
-Duties for which cross training has been provided are performed in co-worker's absence.
-Answers the telephone in a professional manner and directs all calls appropriately.
-Willing to accept additional assignments from time to time.
-Maintains and supports patient's rights to care, privacy and respect.

Minimum Qualifications:

Education:
-High School diploma or equivalent.
-Associate or bachelor degree in an AHIMA approved program in Health Information Technology preferred.

Experience: One year general office experience, preferably in a medical record department or clinical setting.

Licensure and/or Certification: RHIT preferred.

Knowledge & Skills:
-Extensive knowledge of medical terminology, anatomy and physiology, and disease processes.
-Strong computer skills to include MS Office tools (Word, Excel, PowerPoint, and Outlook); previous 3M Encoder and Meditech experience preferred. Extensive use of computer and office equipment including fax, copy machines, scanners.
-Technical skills to work with detailed systems, computer applications and intradepartmental units
-Knowledge of JCAHO requirements and federal and state guidelines applicable to health record completeness and patient privacy.
-Knowledge of health information systems and data management
-Knowledge of health record content and sequence.
-Strong analytical and communications skills; detailed oriented.
-Ability to use judgment in carrying out all phases of the work.
-Ability to accept constructive analysis based on feedback from inside/outside auditors, and quality improvement initiatives
-Ability to maintain confidentiality with regard to all phases of the work.
-Ability to be courteous, tactful, and cooperative throughout the working day.
-Ability to process and provide accurate paperwork.
-Ability to process work within presented deadlines and time frames.
-Ability to manage multiple projects and large amounts of data.
-Ability to work independently as well as a team player.
-Demonstrated interpersonal and communications skills to ensure effective outcomes in dealing with the medical staff and other hospital employees.
-Subject to irregular hours occasionally.