- Purpose of Job
- Provides positive customer service. Processes requests for release/duplication of confidential protected health information (PHI). Operates document imaging equipment and EMR software to create electronic files or archives. Prepares documents for duplication, and verifies quality of digital images. Indexes and stores images according to organization guidelines. Troubleshoots and makes adjustments to equipment when necessary.
- Job Requirements
- High School Diploma, General Educational Development (G.E.D.), or equivalent required.
- Completion of medical terminology coursework preferred.
- Minimum of 1 year medical office reception, health information, or records management experience required.
- Requires the ability to provide transportation to other campus locations within a reasonable timeframe.
- Knowledge of HIPAA and state regulations related to the release of protected health information (PHI).
- Strong written and verbal communication skills, with the ability to maintain confidentiality are essential.
- Must be proficient with Microsoft Office applications, including but not limited to, Excel, Word, and PowerPoint.
- Ability to learn and work with multiple software/hardware products during the course of an average workday.
- Ability to read, write, and comprehend various documents and reports.
- Ability to work with minimal supervision, and independently.
- Ability to organize work priorities, and meet specific objectives under time constraints.
- Ability to manage multiple tasks simultaneously.
- Good problem-solving skills, and attention to detail.
- Assumes responsibility for job accuracy, and timeliness.
- Must be able to travel locally to multiple sites throughout the organization.
- Physical Requirements
- Weight Demands
- Light Work - Exerting up to 20 pounds of force.
- Not neccessary for the position (0%):
- Occasionally Performed (1%-33%):
- Distinguish colors
- Frequently Performed (34%-66%):
- Constantly Performed (67%-100%):
- Repetitive Motions
- Not Related:
- Chemical agents (Toxic, Corrosive, Flammable, Latex)
- Biological agents (primary air born and blood born viruses) (Jobs with Patient contact) (BBF)
- Physical hazards (noise, temperature, lighting, wet floors, outdoors, sharps) (more than ordinary office environment)
- Explosives (pressurized gas)
- Electrical Shock/Static
- Radiation Alpha, Beta and Gamma (particles such as X-ray, Cat Scan, Gamma Knife, etc)
- Radiation Non-Ionizing (Ultraviolet, visible light, infrared and microwaves that causes injuries to tissue or thermal or photochemical means)
- Mechanical moving parts/vibrations
- Note: Safety Officer can assist with identification of job hazards.
- Essential Job Functions
- Essential Functions I
Provide customer service services to the Imaging Information Center, and Health Information Department.
- Greets guests with courtesy and promotes a positive image of the organization.
- Demonstrates positive interpersonal communication skills.
- Answers phone calls within three rings using the appropriate greeting in a friendly enthusiastic manner 100% of the time.
- Ensures callers are routed to proper staff, and that requests for images/records are handled in a timely manner per department procedure.
- Records messages accurately.
- When applicable, screens customers/visitors according to protocol for identification and legal authority for request.
- Understand/investigate the patient/customer needs, and utilizes feedback to properly assist in requests.
- Efficiently gathers, distributes, and routes mail.
Produces copies of medical records/images for correspondence requests, patients, physicians, health care facilities, and other authorized parties.
- Verifies that any release of information is consistent with Health Insurance Portability and Accountability Act (HIPAA) applicable federal and state laws concerning confidentiality and privacy.
- Upon receipt of a request for release of information accompanied by an adequate authorization from the patient, legal guardian, or other authorized party, information will be sent to the requestor appropriately and within all hospital, Health Insurance Portability and Accountability Act (HIPAA), Federal, State, and Joint Commission on Accreditation of Healthcare Organizations (JCAHO) regulations.
- Copies, scans, mails, archive, and distributes images/documents.
- Labels and ensures completeness of records/documents prior to distribution.
- Processes requests according to department guidelines/procedures.
- Mails STAT requests via the FedEx and/or UP Postal System, as appropriate.
- Sends imaging studies electronically or VPN to other providers and facilities, as appropriate.
- Documents all Record Requests in appropriate manner as outlined by department procedures.
- Inventories, orders, and stocks office supplies.
- Ensures we have all CD, envelope, and mailing supplies for imaging studies, and encryption process.
Maintains disclosure log by entering information into the correspondence management system in keeping with HIPAA legislation.
- Competency based on customer comments, and observations made by the Health Information Management (HIM) Leadership.
- Delivers clear communication, and turnaround times to patient.
- Must understand patient's full needs, and understand if they need reports and/or images.
Collaborates with the Director of Diagnostic Imaging for all technical PACS issues, as appropriate.
- Reports all technical issues to Director of Diagnostic Imaging.
- Looks for ways to improve our operations, and make suggestions for improvement.
- Immediately seeks help to fix a hazard found within the department of PACS system.
- Serves as the bridge between Imaging Services and Health Information.
- Updates Health Information and Imaging leadership on processes/procedures, and operational issues.
Promotes office efficiency by exemplifying the team work philosophy.
- Uses work time productively, (i.e.: does not abuse personal telephone privileges, personal internet use, and keeps unnecessary conversation to a minimum) demonstrates the ability to organize time, and sets appropriate priorities.
- Maintains confidentiality and follows HIPAA guidelines consistently.
- Maintains department productivity and performance expectations.
- Routinely records and reports productivity per department guidelines.
- Recommends and implements process improvements that improve the quality, efficiency, safety, time, and/or reduce cost.
- Organizes and prioritizes tasks appropriately.
- Anticipates and adjusts to changes in workload by organizing and prioritizing own work.
- Obtains, organizes, or extracts data/information for reports and/or presentations.
- Maintains reference and procedural materials.
- Orients others to departmental processes, standards, and procedures.
- Provides support and training for colleagues, as appropriate.
- Recognizes problems and informs leadership in a timely manner.
Essential Functions II
Participates in mandatory in-services and/or CE programs as mandated by policies and procedures/external agencies and as directed by management.
Follows and understands the mission, vision, core values, Employee Standards of Behavior and company policies/procedures.
Other duties as assigned.
Methodist Health System