Health Information Management Associate

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 experienceLicensure/ Registration/ Certification:NoneKnowledge, 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) credentialedKnowledge, 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 imaging35%

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 volumes

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 completion25%

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 requests20%

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 needed5%

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 queues5%

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 duties10%

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 look for ways to improve.

Compassion: We care and show empathy and respect for each person.

Partnership: We are strongest when we work together and with those we serve.

Integrity: We are open and honest, and we keep our commitments.

Additional Expectations:

Complies with safety instructions, observe safe work practices, provides input on safety issues, and promotes a safe work environment. 

Maintains regular and timely attendance 

Protects confidentiality

Demonstrates participation in and support of the organization’s Corporate Integrity Program by participating in compliance-related education and training and complying with the organization’s policies and procedures. 

Timely completion of all mandatory education and organizational requirements (i.e., licensure/certification, Employee Health and Wellness requirements, annual training, etc.)

POPULATION SPECIFIC COMPETENCIES:

Yes

X No

Does this employee have direct patient contact? 

Departments will need to determine the appropriate competencies in their areas for their specific patient populations documented in the essential duties section.

Examples of items that can be included are:

• Identifies expected outcomes for a plan individualized to the patient or situation specific to the needs of the population served.
• Communicates effectively with patients, families, and team members.
• Integrates practices that supports patient safety, acknowledges variations in populations served.
• Anticipates the needs of the population served as well as the unique characteristics of the communities served.
• Anticipates the needs of the population in providing culturally responsive care and develops an individualized plan for patients and families.

LEADERSHIP RESPONSIBILITY:

Please describe the degree to which the position directs the work of others or coordinates workflow of a clinic, department, or functional area. If applicable, indicate the number of people and the titles for which this position directly and/or indirectly directs the work of others or coordinates workflow. 

None

Critical Job Demands 

Section 1: Place an “X’ next to ONE of the terms that best describes the frequency for each of the Critical Demands.

Critical DemandsN/A

0%

Rare

1-5%

(Up to 

a 1/2 hour)

Occas.

6-33%

(1/2 hour 

to 

3 hours)

Freq.

34-66%

(3 to 

5½ hours)

Cont.

67-100%

(5½ to 

8 hours)

Standing – Remaining on one’s feet in an upright position at a workstation without moving about.

Walking – Moving about on foot.

Sitting – Remaining in a seated position.

Squatting – Assuming or maintaining a crouching position with the knees bent. Reaching – Stretching out or extending to touch or grasp. Lifting – Raising or lowering an object from one level to another (includes upward pulling).

Carrying – Transporting an object, usually holding it in the hands or arms, or on the shoulder.

Pushing/Pulling – Exerting force upon an object so that the object moves away/towards from the force. Handling/Fingering – (includes typing, computer work, gripping, grasping, and pinching) 

Section 2: Place an “X” next to ONE of the terms that best describes the Strength Rating for this job classification which is expressed by one of five terms: Sedentary, Light, Medium, Heavy, and Very Heavy. 

Sedentary Work – Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met. 

Light Work – Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly (Constantly: activity or condition exists 2/3 or more of the time) to move objects. Physical demand requirements are in excess of those for Sedentary Work. Even though the weight lifted may be only a negligible amount, a job should be rated Light Work: (1) when it requires walking or standing to a significant degree; or (2) when it requires sitting most of the time but entails pushing and/or pulling of arm or leg controls; and/or (3) when the job requires working at a production rate pace entailing the constant pushing and/or pulling of materials even though the weight of those materials is negligible. NOTE: The constant stress and strain of maintaining a production rate pace, especially in an industrial setting, can be and is physically demanding of a worker even though the amount of force exerted is negligible. 

Medium Work – Exerting 20 to 50 pounds of force occasionally, and/or 10 to 25 pounds of force frequently, and/or greater than negligible up to 10 pounds of force constantly to move objects. Physical Demand requirements are in excess of those for Light Work. 

Heavy Work – Exerting 50 to 100 pounds of force occasionally, and/or 25 to 50 pounds of force frequently, and/or 10 to 20 pounds of force constantly to move objects. Physical Demand requirements are in excess of those for Medium Work. 

Very Heavy Work – Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects. Physical Demand requirements are in excess of those for Heavy Work.

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