Works at various locations throughout the health system to label and prepare paper medical records for digitation, archival, retention, and destruction for the health system according to established policies. Updates and maintains electronic data base with medical records locations and destruction history under the direction of the HIM Records Coordinator and HIM leadership.
Provides excellence in customer service when responding to medical record inquiries for retrieval of paper medical records in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements.
High school diploma or equivalent preferred.
Must be at least 16 years old.
Previous experience in use of the medical record preferred.
Customer service experience preferred.
Requires the ability to provide periodic transportation to other campus locations within a reasonable timeframe
Skill communicating verbally and in writing.
Skill providing customer service.
Ability to lift and move boxes of paper records.
Ability to open and navigate Microsoft Outlook, Work, and Excel.
Ability to learn and work with multiple software/hardware products during the course of an average workday.
Ability to use printer, copier, scanner, and fax machine.
Ability to read, write, and comprehend various documents and reports.
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.
Ability to be a team player in a team-oriented environment.
Ability to work with minimal supervision and independently.
Must be able to travel locally to multiple sites throughout the organization.
Medium Work - Exerting up to 50 pounds of force.
Not necessary for the position (0%):
Occasionally Performed (1%-33%):
Frequently Performed (34%-66%):
Constantly Performed (67%-100%):
Essential Job Functions
Essential Functions I
Prepares, labels and boxes paper medical records for archival/storage and/or destruction in accordance to health system policies and under the guidance of the HIM Records Coordinator.
Manages physical storage and destruction schedule of medical records based on established policies.
Inventories paper records and assign/label records appropriately for offsite storage and/or destruction based on established policies.
Boxes and labels paper records appropriately for archival/storage and destruction appropriately.
Maintains data base logs to record paper record storage location and/or destruction.
Reviews data base routinely with the HIM Records Coordinator.
Digitizes/scans or copies medical records as needed to support the record management projects.
Maintains HIPAA Privacy compliance standards for protected health information.
Follows HIPAA Privacy compliance standards for protected health information.
Serves as resource person to assist with physician, patients, outside agencies, and Administrative Coordinators on paper record retrieval.
Maintain offsite record storage logs (data base) to facilitate record location and retrieval when requested for patient care, transition of care or release of information (ROI) requests.
Assists in the retrieval process of paper records t and from the offsite storage facility.
Processes requests for assistance with the paper medical record in a manner consistent with policy, medical, administrative, ethical, legal, and regulatory requirements during regular hours and downtime events.
Collaborate with HIM Leadership and the HIM Records Coordinator for process improvement activities on the management of paper medical records or record migration projects.
Supports implementation of records management improvement projects.
Collaborate with appropriate team members on project status.
Acts as a subject matter expert for the location of paper medical record.
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.