Employment Type:

Full time

Shift:

Description:

Accountability Objectives:

Responsible for multi-functions of Medical Records within the HIM department, as it relates to paper and electronic information. Retrieval, review, assembly, analysis, coordination, dissemination, monitoring, reporting, and verification for accuracy and completion, using SJM-O policies procedures and guidelines from multiple regulatory agencies (JCAHO, Department of Public Health, State and Federal laws, etc). Responsible for the integrity, completeness and confidentiality of health information.

II Position Qualifications:

Minimum Education, Licensure / Certification and Experience Required.

A. Education

• High School Graduate or GED equivalent.

B. Licensure / Certification

• Registered Health Information Technology certification or certification eligible preferred.

C. Special Skill / Aptitudes

• Minimum of one year experience in health information management, comparable physician office, clinic or hospital business office, customer service/office setting, or applicable college education required. Experience with electronic medical records preferred.
• Office organizational skills including accurate filing. Knowledge of medical terminology preferred.
• Ability to use a standard desktop and windows-based computer system, including a basic understanding of email, Internet and computer navigation. Ability to use other software as required to perform the essential functions of the job.
• Skills and knowledge to provide general office coverage including but not limited to: answering phones and responding to requests for information.
• Effective communication skills, both written and oral. Able to communicate effectively with individuals and groups representing diverse perspectives. Understands when escalation of issues is necessary. Ability to train and educate co-workers.
• Excellent organization skills and can perform several duties and functions related to the daily operations of health record completion and demonstrate excellent customer service skills.

III Duties / Responsibilities:

• Retrieve medical records throughout the hospital as directed, verifying receipt of record against daily discharge reports. Complete “Notification of Chart Not Available for Pick-Up” for unaccounted discharges following guidelines, follow up and priority processing. In transcription area, will perform minor editing of transcribed reports, utilizing medical terminology, grammar and language skills. Understanding of DNFB (Discharge Not Final Billed) and work with coding management to assure chart(s) are all accounted for in regards to billing and coding purposes.
• Prepare records for scanning process of all batch types by determining completeness and accuracy as defined by the medical staff bylaw, rules and regulations, as well as other regulatory agency guidelines.
• Answer phones and assist with customer inquiries, including but not limited to patient information.
• Answer fax requests from outside agencies (i.e. Insurance companies, offsite facilities, etc.) Research and obtain requested billing information, medical records, and/or advance directives for various customers. Informs requestor of medical record status.
• Perform quality control check by reviewing each page prepped and scanned correctly and patient identifier is appropriate to encounter. Review includes analyzing scanned images in PowerChart/Profile; adding physician signature lines and required deficiencies. Authenticating scanned images based on signature completion. In transcription area, will perform minor editing of transcribed reports, utilizing medical terminology, grammar and language skills.
• Research patient information utilizing department computer systems, track the patient’s record, input appropriate information to enable the physicians to complete the record and maintain/control the information, print information as requested. In transcription area, will import transcribed reports from outside services, copy, sort, & distribute reports. Utilizing department computerized systems, create media on historical records received from offsite facilities following established procedures for HIM.
• Serve as a resource for clinicians in the record completion process and any other hospital-authorized personnel. This includes the retrieval and delivery of records and/or documentation to the clinicians. Assist physicians with the use of PowerChart.
• Maintain specific documentation (i.e. Discharge Logs, Chart Requests, and Patient Care Requests), ensuring correct and complete information. File paperwork according to retention policy.
• Perform periodic and random audits requiring immediate research and retrieval including third-party payer, clinicians, physician/residents and research departments. Purge paper charts that have been scanned 90 days after discharge date. In transcription area, will add/delete physicians from transcription/dictation systems and ensure outside transcription services are aware of these changes. Distributes copies of record documents to physicians as appropriate via mailboxes, fax or US mail.
• Assist the department secretary with the No Admit/No Bed list, stuffing envelopes into mailing and faxing categories (internal, external).
• Serve as a resource for the department on releasing patient confidential information appropriately and within the regulatory guidelines. Assist “Release of Information” when needed by contacting the physician for completion of record. Contact physician for authorization to release Behavioral Health records.
• Resolve outstanding issues on various Profile deficiency reports including pending dictations report for fax blast. Analyze data as assigned.
• Perform accurate and timely completion of Birth Certificates. Certify and Notarize Birth Certificates and Affidavits of Paternity. Electronically submit the completed documents to the State of Michigan. Serve as a resource to Nursing staff and patients regarding the legal definitions of Fetal Deaths and Live Births and apply this knowledge to the preparation of such documents.
• Record and report weekly productivity stats.
• Attend staff meetings and maintain awareness of department policies as they relate to departmental operations.
• Conduct other duties requested by supervisor or management.
• Demonstrates and actively promotes an understanding and commitment to the mission of St. Joseph Mercy Oakland through performing behaviors consistent with the Trinity Health Values.
• Maintains a working knowledge of applicable Federal, State, and Local laws and regulations, the Trinity Health Organizational Integrity Program, including the Standards of Conduct, Code of Ethics, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behaviors.
• Supports and conducts one’s self in a manner consistent with customer service expectations.

Our Commitment to Diversity and Inclusion

Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.

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